Create users
Creating new users is a two-step process:
- Create a new user record.
- Assign property access, permission sets, and a default property to the user.
Your Salesforce subscription came with a specific number of user licenses. This is the maximum number of users you can create in your org. Go to Setup > Company Information > User Licenses to see the number of licenses in your org. Salesforce licenses are for Corporate Administrators while Salesforce Platform licenses are for all other users. If you require more users, please contact Amadeus sales.
Watch this video for a demonstration on how to Create users.
Create a new user record
You need to be a Corporate Administrator to add a new user to the system.
- 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 the New User button.
- Complete the fields on this page, as needed. The following table describes the key fields that are needed to create a user.
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.
The user is sent an email notification with a temporary password and a link for logging in to Salesforce. They will be prompted to change this password upon their initial login.
Assign property access, permission sets, and a default property
The User Property Access page is where you assign property access, permission sets, and default property. This page is available to all administrators; however, only Corporate Administrators can assign permission sets.
- On the User page, click Manage User Property Access. The user you're working with is automatically selected at the top of the page.
- Under Properties, click Edit
. - Select the check box next to each property you want to give the user access to, and then select the appropriate access level.
If your list of properties is long, enter a property name in the Search Properties field and click Go. Can't find what you're looking for? Change the search filter and try searching by City, State/Province, Country Code, or Brand Code. You can also sort the list of properties to make it easier to work with them.
The following table describes the different access levels that can be assigned to each profile.
Profile Property Access Level View Only User View Only Users must be assigned either 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. They will not be able to create, modify, or delete any records at that property—only view those records. 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 at the property. This will allow them to work with events on all bookings at the property.
Sales and Catering User Sales & Catering Users can be assigned one of the following access levels: - Edit Owned Records - Can view and create new records but can only edit records they own or have been sourced on (bookings). Can also add information to records they don’t own but cannot modify that record’s primary details or add notes and attachments. For example, Paula has Edit Owned Records access at her property. While she can view her colleague’s inquiry and add a new activity to it, she can’t change the inquiry’s details, such as number of nights or rates.
- Edit All Records - Can view, create, and edit all records regardless of whether or not they are the owner. Can also add information to records, including notes and attachments.
- No Access - Cannot access the property’s records in any way.
Property Administrator Property Administrators must be assigned Edit All Records access at properties where they are to have administrative rights. Property Administrators can modify property-specific settings and values, such as function rooms, menus and items, taxes, etc. They can also assign property access and default properties to users. Corporate Administrator Corporate Administrators must be assigned Edit All Records access at properties where they are to have administrative rights. These users have access to all records and all areas of the application. Tasks such as entering corporate setup values, modifying page layouts, and creating users can only be performed by the Corporate Administrator. Corporate Administrators can grant themselves access to any property in the org.
- Click Save and Close.
- Under Permission Sets, click Edit .
- Select Yes next to the permission set that matches the profile you assigned to the user (for example, Sales & Catering Property Admin).
- Assign additional permission sets, as needed.
- Enable Multi-Factor Authentication - When logging in, the user will be 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 will see fields for BEO items in both English and French). They also determine which languages can be displayed in merge documents. See Assign alternate language permission sets to users.
- Change Record Owner - Allows a user to change the owner of a record that they don't currently own. If you have MeetingBroker integration and more than one person acts as the DLC (Default Lead Coordinator, where they review the incoming inquiries and reassign them to the correct owner), assign this permission set to all of the DLCs.
- Replace Setup Values - The Replace Setup Values functionality is available to corporate administrators by default. Add this permission set to a property administrator if they should be able to make these changes and assist with system cleanup.
- Backdate Bookings Admin - By default, corporate administrators have access to the Enable Backdating Bookings field on the Property page. Add this permission set to a property administrator if they should be able to toggle backdating bookings on and off. We recommend adding this to a property administrator only for the first couple of weeks when a new property is entering backlog, and when that entry is complete, remove the permission set to avoid accidental impact to performance reporting.
- Banquet Access - If your banquets team need to access only certain areas (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.
- Click Save and Close.
- Under Default Property click Edit .
Default Property: Select the property that should display by default when the user opens the Availability page and when they create inquiries, bookings, and volume contracts.
As of R46 and above, this step will be automated. You will still be able to edit the selection if necessary.
- Licensed Property: If you're using license tracking, select the property that is paying for the license.
- License Type: Select if the user should be subtracted from the property allocation of full, limited, or banquet licenses.
- Click Save and Close.
Users can assign themselves a default property using the Amadeus User Settings page.