Create users
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.
To create a user, you need to first create a new user record. You can then assign property access, permission sets, and a default property to the user record.
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, 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.
- Navigate to Setup.
- In the Quick Find search box, enter 'Users.'
- When you see it as an available option below, select it.
- Click New User.
- Complete the fields on this page, as needed. The following table describes the key fields that are needed to create a user.
Field Description User Information First, Middle, and Last Name Enter the user's name as you want it to appear in the application and in customer-facing documents. Alias This field automatically populates and displays an abbreviation of the user's name. The alias is used on dashboards, reports, and other pages. You can modify this default if needed. This field allows up to eight characters. Email Enter the user's email address. All notifications are sent to this address. This field allows up to 80 characters. If your property is integrated with MeetingBroker, the user's email address must match the username and email address in MeetingBroker. If you are using eProposal, the email address in the eProposal user profile must match as well.
When you update the email address for an existing user account, select the Generate new password checkbox. This is important because this action sends an email to the user to accept the changes.
Username This field is automatically populated and displays the user's email address. You can modify this default if needed. This field allows up to 80 characters. Nickname This field is automatically populated and displays the name used to identify the user in a community. You can modify this default if needed. This field allows up to 40 alphanumeric characters. Title, Company, Department, and Division These fields are used to identify the user in a multiproperty org. User License Select one of the following license types: - Salesforce - This license is only used by corporate administrators.
- Salesforce Platform - This license is used by all other users, including property administrators.
The user license type you select determines which profiles are available for the user.
Role Although the role seems to be required, this field is not used for Amadeus applications. Ignore this field unless your company uses roles for standard Salesforce functions. Profile This controls which areas of the system the user can access and some of the basic actions they can perform. The user license type you select determines which profiles are available for the user. The following table provides a brief description of each standard profile. Do not modify these profiles. If a user needs additional permissions outside of what is defined in the user's profile, you can assign 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 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 Active Select this checkbox to give the user access. The user is able to log in to the application but cannot create records until you provide access to one or more properties. Users cannot be deleted. They can be deactivated, so they can no longer log in to Salesforce. Only a corporate administrator can deactivate a user by clearing this checkbox.
Deactivated users continue to display on all owned records. They also display on bookings where they were sourced. When their replacement is hired, you can transfer the records to the new user with the Reassign Owners utility. If you are on a version earlier than R41, you can use the Mass Transfer utility in Salesforce.
Locale Settings Select the time zone where the user works. If the user has access to a MeetingBroker integrated property in another time zone, the user's time zone determines when RFP escalations and reminders are sent. Locale determines how date, time, and currency display to the user in the application.
Generate new password Select Generate new password and notify user immediately to send the user the access information. Make sure to select this checkbox when updating the email address for an existing user to prompt 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 are prompted to change this password upon logging in.
Assign property access, permission sets, and a default property
The User Property Access page is where you assign property access, permission sets, and the default property. This page is available to all administrators, but only corporate administrators can assign permission sets.
- On the User page, click Manage User Property Access. A new page opens, and the user is automatically selected.
- Under the Properties column, click Edit (
). - Select the checkbox next to each property you want to give the user access to, and then select the appropriate access level.
The following table describes the different access levels that can be assigned to each profile.
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.
- Click Save and Close.
- Under Permission Sets column, click Edit ().
- Select Yes next to the permission set that matches the profile you assigned to the user.
- Assign additional permission sets, as needed.
- Enable Multi-Factor Authentication - When logging in, the 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. They also control which languages display in merge documents. See Assign alternate language permission sets to users.
- Change Record Owner - Users with this permission set can change the owner of records that they don't own. If you have MeetingBroker integration and more than one person acts as the Default Lead Coordinator, assign this permission set to all those people.
- Replace Setup Values - The Replace Setup Values permission set is available to corporate administrators by default. Add this permission set to a property administrator who needs to make these changes and help 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 who needs to turn backdating bookings on and off. Amadeus recommends removing this permission set once backdating bookings is complete.
- - 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.
- Click Save and Close.