Overview: Profiles, permission sets, and property access

The content of this page is specific to the Delphi product type. If you are using the Delphi Core product type, click here to access the Delphi Core-specific online help.

New user creation involves a corporate administrator assigning users the appropriate level of access so they can complete their daily tasks. What users can do in the system is controlled by profiles and permission sets. An administrator can then indicate which properties the user can access and what they can do with the records at those properties.

Profiles

Each user in the system is assigned a profile. The profiles control which areas your users can access and what they can do in the application.

When a corporate administrator creates a new user, the User License field determines which profiles are available. The following standard profiles are included:

An Event Only version of each profile is also available for properties that do not sell guestrooms.

Profile	Description	User license
Delphi Core Property Administrator	This profile has access to property-specific configuration settings, such as guestrooms, function rooms, menus, taxes, and document templates. They can assign property access and default properties to users. This profile is specific to the Delphi Core product type.	Salesforce Platform
Delphi Core User	This profile is for users who need to work with accounts, contacts, inquiries, bookings, guestrooms, events, and volume contracts. This profile is specific to the Delphi Core product type.	Salesforce Platform
Delphi Core Corporate Administrator	This profile has access to all records at all properties and all areas of the application. Tasks such as entering corporate setup values, modifying page layouts, and creating users are performed by the corporate administrator. This profile is specific to the Delphi Core product type.	Salesforce
Sales and Catering Property Administrator	This profile has access to property-specific configuration settings, such as guestrooms, function rooms, menus, taxes, and document templates. They can assign property access and default properties to users.	Salesforce Platform
Sales and Catering User	This profile is for users who need to work with accounts, contacts, inquiries, bookings, guestrooms, events, and volume contracts.	Salesforce Platform
Sales and Catering View Only User	This profile is for users who only need to view and run reports. Users cannot create, edit, or delete any records. Users cannot merge or batch merge. Users with this profile must still be assigned Edit Owned Records or Edit All Records access at a property in order to view that property's records. Banquet user access If your banquet team needs limited access, for example, to enter actuals or batch print BEOs, assign them the View Only user profile. You also need to assign the users the Banquet Access permission set. This lets the users work with events while continuing to have view only access to the rest of the system. Banquet users with Edit Owned Records access need to be sourced on individual bookings to modify events and merge or batch merge. To avoid sourcing, assign your banquet users Edit All Records access. This allows them to work with events on all bookings at the property.	Salesforce Platform
Sales and Catering Corporate Administrator	This profile has access to all records at all properties and all areas of the application. Tasks such as entering corporate setup values, modifying page layouts, and creating users are performed by the corporate administrator.	Salesforce

The following table provides a summary of what each profile can do in the application. Some of these tasks require that the profile is assigned the corresponding permission set. The users' property access level determines what they can do with those property’s records.

	Corporate administrator	Property administrator	User - Edit All Records property access	User - Edit Owned Records property access	View Only User*
View records	Yes	Yes	Yes	Yes	Yes
Create records	Yes	Yes	Yes	Yes	No
Modify records	Yes	Yes	Yes	Only records they own or are sourced on	No
Delete records	Yes	Only records they own	Only records they own	Only records they own	No
Merge documents	Yes	Yes	Yes	Only records they own or are sourced on	No
Batch merge	Yes	Yes	Yes	Only records they own or are sourced on	No
Run reports	Yes	Yes	Yes	Yes	Yes
Manage users	Yes	Can assign access to properties where they have Edit All Records permissions	No	No	No
Define setup values	Yes	Yes - for property	No	No	No
Edit page layouts	Yes	No	No	No	No

*The function of the View Only profile can be extended with the Banquet Access permission set.

Permission sets

A permission set further defines the level of access in a user's profile. Each user needs to be assigned the permission set that corresponds with the user's profile.

Additional permission sets are available that extend a user's access without a profile change.

• Enable Multi-Factor Authentication - When logging in, users are required to prove their identity using the Salesforce Authenticator app on a mobile device. See Activate MFA. If you have single sign-on or My Domain, follow the steps in Salesforce Help instead of using this permission set. Start with the Salesforce Multi-Factor Authentication FAQ knowledge article.
• Alternate Language - Alternate language permission sets control which language fields you can see throughout the system. For example, when the French permission set is added, the user sees fields for BEO items in both English and French. These permission sets also control which languages display in merge documents. See Assign alternate language permission sets to users.
• Change Record Owner - This permission set allows users to change the owner of records that they do not own. If you have MeetingBroker integration and more than one person acts as the Default Lead Coordinator (DLC) assign this permission set to all the DLCs.
• Replace Setup Values - The Replace Setup Values function is available to corporate administrators by default. Add this permission set to a property administrator if needed.
• Backdate Bookings Admin - By default, corporate administrators have access to the Enable Backdating Bookings field on the Property page. Add this permission set to property administrators if they need to turn backdating bookings on and off. Amadeus recommends removing this permission set once backdating bookings is complete.

• Banquet Access -If your banquet team needs limited access, for example, to enter actuals or batch print BEOs, assign them the View Only user profile. You also need to assign the user this permission set. This lets the user work with events while continuing to have view only access to the rest of the system. Banquet users with Edit Owned Records access need to be sourced on individual bookings to modify events and merge or batch merge. To avoid sourcing, assign your banquet users Edit All Records access. This allows them to work with events on all bookings at the property.

  The following table details what the Banquet Access permission set allows a View Only user to do:

  Bookings
  Create, modify, or delete bookings	No
  Merge and batch merge BEOs, banquet checks, booking checks, and other documents	Yes
  Create, modify, or delete room blocks	No
  Events
  Create new events	No
  Modify event details	Yes
  Delete events	No
  Add or remove existing menus and items	Yes
  Create impromptu menus and items	Yes
  Add or remove existing choice groups	Yes
  Change choice group selections	Yes
  Create new items for existing choice groups	No
  Packages
  Add or remove booking packages	No
  Modify package attendance on event-only packages	Yes
  Modify package attendance on packages with guestrooms	No
  Create new package events	No
  Associate existing events to packages	Yes
  Remove events from packages	Yes
  Price menus and items with packages	Yes
  Create, associate, or delete package room blocks	No
  Create, associate, or delete package other income items	No
  Modify price and attendance on package other income items To modify Agreed, Forecasted, and Guaranteed attendance, use the Booking Package Attendance page. Actual attendance can be entered on the Booking Other Income page.	Yes
  Modify gratuity and admin charge on package other income items	Yes
  Booking other income items
  Create new other income items	No
  Modify price and attendance values on existing other income items	Yes
  Modify gratuity and admin charge on existing other income items	Yes
  Delete other income items	No

  Banquet users with Edit Owned Records access need to be sourced on individual bookings to modify events and merge. To avoid sourcing, assign your banquet users Edit All Records access at the property. This allows them to work with events on all bookings at the property.

Property access levels

After users are created in the system, they need to be assigned an access level at each property. This access level controls what the users can do with the property's records.

Profile	Property Access Level
View Only User	Users with this profile must be assigned either Edit Owned Records or Edit All Records access at a property to view that property's records. They are not able to create, modify, or delete any records at that property. Banquet user access If your banquet team needs limited access, for example, to enter actuals or batch print BEOs, assign them the View Only user profile. You also need to assign the user the Banquet Access permission set. This lets the user work with events while continuing to have view only access to the rest of the system. Banquet users with Edit Owned Records access need to be sourced on individual bookings to modify events and merge or batch merge. To avoid sourcing, assign your banquet users Edit All Records access. This allows them to work with events on all bookings at the property.
Delphi Core User	Users with this profile can be assigned one of the following access levels: Edit Owned Records - With this option selected, users can view and create new records but can only edit records they own or have been sourced on. Users can also add information to records they do not own but cannot modify that record’s primary details or add notes and attachments. Edit All Records - With this option selected, users can view, create, and edit all records regardless of ownership. Users can also add information to records, including notes and attachments. No Access - With this option selected, users cannot access the property’s records in any way. This profile is specific to the Delphi Core product type.
Sales and Catering User	Users with this profile can be assigned one of the following access levels: Edit Owned Records - With this option selected, users can view and create new records but can only edit records they own or have been sourced on. Users can also add information to records they do not own but cannot modify that record’s primary details or add notes and attachments. Edit All Records - With this option selected, users can view, create, and edit all records regardless of ownership. Users can also add information to records, including notes and attachments. No Access - With this option selected, users cannot access the property’s records in any way.
Delphi Core Property Administrator	Users with this profile must be assigned Edit All Records access at properties where they have administrative permissions. Property administrators can modify property-specific settings and values, such as function rooms, menus, and taxes. They can also assign property access and default properties to users. This profile is specific to the Delphi Core product type.
Sales and Catering Property Administrator	Users with this profile must be assigned Edit All Records access at properties where they have administrative permissions. Property administrators can modify property-specific settings and values, such as function rooms, menus, and taxes. They can also assign property access and default properties to users.
Delphi Core Corporate Administrator	Users with this profile must be assigned Edit All Records access at properties where they have administrative permissions. These users have access to all records and all areas of the application. Tasks such as entering corporate setup values, modifying page layouts, and user creation can only be performed by the corporate administrator. Corporate administrators can grant themselves access to any property in the org. This profile is specific to the Delphi Core product type.
Sales and Catering Corporate Administrator	Users with this profile must be assigned Edit All Records access at properties where they have administrative permissions. These users have access to all records and all areas of the application. Tasks such as entering corporate setup values, modifying page layouts, and user creation can only be performed by the corporate administrator. Corporate administrators can grant themselves access to any property in the org.

Security

When Enable Amadeus Account security is selected on the Amadeus Settings page, here are some things to note when granting property access to users:

• An account must be shared with a selected property before users at that property can access it. The users' access level at that property controls what they can do with the account.

  If Visible to All Properties is selected on the account, all users in the org have account edit permissions regardless of their property access level.

• When Booking/Volume Contract security is enabled, the users' property access level controls how they can interact with inquiries, bookings, and volume contracts.

Contact Amadeus Support before making any changes to your Security settings.

Learn more...

Create users

Grant property access to users