Edit users
You must be a Corporate Administrator to edit a user's record. In addition to modifying the user details, you can assign different permission sets and property access levels to the user.
Property Administrators can also grant users access to properties and assign them a default property.
To edit the user details
- Click Setup in the top-right corner.
- In the Quick Find search box, start typing "Users" without pressing enter.
- When you see it as an available option below, select it.
- Click Edit next to the name of the user whose information you want to modify.
- Modify the fields on this page, as needed. The following table describes key fields on the user record.
User Information First Name, Last Name The user's first and last names as you want them to appear in the application, and in customer-facing documents. Alias Auto-populates and shows the user's short name which is used on dashboards, reports, and other pages where the entire name doesn't fit. You can modify this default if needed. Up to eight characters are allowed. Email The user's email address. All notifications will be sent to this address. Up to 80 characters are allowed. If you are integrated with MeetingBroker, the user's email address must match their username and email address in MeetingBroker. If you are using eProposal, the email address in the eProposal user profile must match as well.
When updating the email address for an existing user account, it is important to select the Generate new password checkbox to generate an email prompting the user to accept the changes.
Username Auto-populates and shows the user's email address. You can modify this default if needed. Up to 80 characters are allowed. Nickname Auto-populates and shows the name used to identify the user in a community. You can modify this default if needed. Up to 40 alphanumeric characters are allowed. Title, Company, Department, Division This information is useful in identifying the user in a multi-property org. User License The following licenses are available: - Salesforce - All users who will be Corporate Administrators
- Salesforce Platform - All other users, including Property Administrators
These licenses determine which profiles are available for the user.
Role Although the role appears to be required, it is not used for Amadeus applications. Skip unless your company uses roles for standard Salesforce functionality. Profile This field controls which areas of the system the user can access and some of the basic actions they can perform. The selected User License determines which profiles are available for a user. The following table provides a brief description of each standard profile. These profiles should not be modified. If a user needs additional rights outside of what is defined in their profile, you can assign them the appropriate permission set. For additional information on the tasks that each profile can perform, see Profiles, permission sets, and access levels.
An Event Only version of each profile is also available for properties that don't sell guestrooms.
Profile Name Description User License Sales and Catering View Only User Access is limited to viewing records and running reports. Cannot create, edit, or delete any records. Cannot merge or batch merge. View Only users must still be assigned Edit Owned Records or Edit All Records access at a property in order to view that property's records. That access level, however, has no bearing on the user's limited rights. Banquet user access
If your banquet team needs to access only certain areas of the system (for example, to enter actuals or batch print BEOs and banquet checks), assign them the View Only user profile and permission set along with the Banquet Access permission set. This lets them work with events while continuing to have view only access to the rest of the system.
Please note that property access does come into play with the Banquet Access permission set. Banquet users with Edit Owned Records access need to be sourced on individual bookings to modify events and merge/batch merge. To avoid sourcing, assign your banquet users Edit All Records access. This will allow them to work with events on all bookings at the property.
Salesforce Platform Sales and Catering User The most common access level given to users who need to work with accounts, contacts, inquiries, bookings, guestrooms, events, and volume contracts. Salesforce Platform Sales and Catering Property Administrator Has access to property-specific configuration settings, such as guestroom types, function rooms, menus and items, taxes, document templates, etc. Can assign property access and default properties to users. Salesforce Platform Sales and Catering Corporate Administrator Has access to all records at all properties and all areas of the application. Tasks such as entering corporate setup values, modifying page layouts, configuring workflows, and creating users are performed by the Corporate Administrator. Salesforce Active Select this check box to give the user access. The user will be able to log in to the application; however, they won't be able to create records until you give them access to one or more properties.
Users cannot be deleted; however, they can be deactivated so they can no longer log in to Salesforce. Only a Corporate Administrator can deactivate a user by clearing this check box.
Deactivated users will continue to display on all records where they were assigned as the owner or a source. When their replacement is hired, you can transfer the records to the new user with the Reassign Owners utility. If you're on a version earlier than R41, you can use the Mass Transfer utility in Salesforce.
Locale Settings Select the time zone where the user primarily works. If the user has access to another property in a different time zone and that property is integrated with MeetingBroker, the user's time zone—not the property's time zone—determines when RFP escalations and reminders are sent.
Locale determines how date, time, and currency are displayed to the user in the application.
Generate new password Select Generate new password and notify user immediately.
Make sure to check this checkbox when updating the email address for an existing user account to generate an email prompting the user to accept the changes.
- Click Save.
- To modify the user's property access, permission sets, or default property, click the Manage User Property Access link. This opens the User Property Access page, which you can also use to edit multiple users simultaneously.