Assign property access, permission sets, and default properties

1. On the User page, click Manage User Property Access. The user you're working with is automatically selected at the top of the page.
2. Under Properties, click Edit .
3. 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.

4. Click Save and Close.
5. Under Permission Sets, click Edit .
6. Select Yes next to the permission set that matches the profile you assigned to the user (for example, Sales & Catering Property Admin).
7. 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.
8. Click Save and Close.
9. 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.
10. Click Save and Close.

Users can assign themselves a default property using the Amadeus User Settings page.

Use the Multi-Edit Properties, Multi-Edit Permission Sets, and Multi-Edit Default Properties buttons to simultaneously assign the appropriate rights to a group of selected users.

1. Search for the users you want to edit.

   To find users at a particular property, you might select the City or State/Province filter and search that way. If you're onboarding new users, you might also find it helpful to filter the user list to Display Users Without Properties. You can then sort that list by Profile to assign all Sales & Catering Users, for example, the same permission sets.

2. Select the check box next to each user whose rights you want to modify.
3. Click the Multi-Edit Properties, Multi-Edit Permission Sets, and/or Multi-Edit Default Properties button.
4. Make the appropriate selections and click Save and Close. Your changes are applied to all selected users.

The permission sets that are available to assign are determined by the user’s license. If you’re multi-editing users with different licenses (for example, a Corporate Administrator and a Sales & Catering User), only those permission sets they have in common will be available to select from.

The Property/User Recap report is a great audit tool because it shows a list of all properties in the org and the users assigned to those properties. It also indicates if there are any discrepancies with a user's access level at a property and the user's public group membership. If you see a discrepancy (look for the red text), the number next to the user name lets you know what the issue is. Refer to the end of the report for an explanation of each issue.

Here's what you can do to resolve an issue. Click the user name to open the User Property Access page, and then do one of the following:

In case you were wondering—only those properties you have access to are displayed in the report.

The Property License Recap report is your one-stop shop to reconcile users against license allocations within the org. The report shows the number of full, limited, and banquet license types allocated to the property. Next, displayed in brackets is the number of active users granted that license type. If you see a discrepancy, review the list of users below and their license type to find the anomaly.

This feature is available for orgs using R45 or higher. For more information, see Enable user license tracking.