CiiRUS User GuideAccount Settings SecureTrackAccess Control / Manage Users

Access Control / Manage Users

In the Access Control area, you can add user logins for members of your staff  to control how much access each user has.

Manage Users

The left side of the Access Control screen displays a list of SecureTrack users and the buttons below allow you to add, remove, and edit users in your list.

Manage Users

Administrator?

Next to the user's name you will see a tick box in the column labeled Administrator?.

Ticking this box gives the user full administrator control over your CiiRUS account and grants the user access to all of your accounts features. Individual Access Control settings will be grayed out.

If the box is un-ticked, the Access Control settings on the right will be made available and options and features can be allowed on an individual basis.

Administrator?

Locked?

You have the ability to lock out any user you wish without having to delete the user.

With the Locked box ticked, the selected user will not be able to log into CiiRUS.

Locked?

Email

Administrators can store the email addresses of their secure track users. Simply click into the field to update the address.

Email

Staff ID

The user’s system generated staff ID is now visible. This ID can be helpful when requesting support.

Staff ID

Live Chat Agent Name

The name that will show to the guest when the user is using the Live Chat feature portion of Guest Pass. Simply click into the field to update the name.

Live Chat Agent Name

Telephone

Administrators can store the phone number of their secure track users. Simply click into the field to update the number.

Telephone

Adding a New User

To add a new SecureTrack user, first click the Add User button towards the bottom of the Access Control screen.

Enter the user's name (all staff use the same username for the account) and password (this will be entered under 'Staff Password') for the user, and select whether the user is an administrator giving them full control of the account.

Click Add to finish the new user setup.

Adding a New User

Renaming a User

To rename a user, first select the user you wish to edit and click the Rename User button.

When the pop-down box appears, enter the new name for this user and click Rename.

Renaming a User

Changing a User's Password

If a user forgets or does not know their staff password, you can change it by first selecting the desired user and clicking the Change Password button.

Enter in a new password for this user and click Change to update that users new credentials.

Changing a User's Password

Deleting a User

If there is a SecureTrack user login you no longer need you can delete it.

First select the user you would like to remove and click the Delete User button.

When the pop up window appears asking you to confirm your selection, click Yes to complete removal of the user.

Deleting a User

Access Control

On the right side of the Access Control screen are your user's access control settings.

These settings determine which CiiRUS features and windows your staff have access to.

Access Control

Top Menu Access?

At the top of some of your access control settings you will see a tick box labeled as Top menu access?.

Tick this box for each area of CiiRUS you would like the user to have access to.

If the box is un-ticked, the user will not have access to that particular area of CiiRUS.

Top Menu Access?

General Settings

The General Settings access control tab determines your users access to the on line Web App (at webapp.ciirus.com), and the CiiRUS Apple iPhone App.

The Show Notifications control will determine whether the CiiRUS in-system pop-ups will appear for the selected user.

 

General Settings

Dashboard

The Dashboard access control tab allows you to select what dashboard views your user has access to.

You can also choose to send a particular user to the Dashboard automatically upon login.

Dashboard

Website & Marketing

The Website & Marketing access control tab determines the selected user's access to various website and marketing features.

Website & Marketing

Owners & Homes

The Owners & Homes access control tab determines the selected user's access to home and home owner management features.

Owners & Homes

Owners & Homes: Property Access

The Owners & Homes access control tab also controls which homes the selected user has access to.

If the Access to all properties tick box is checked, then the user will be able to see and edit all of the homes in your account.

If you would like a user to only have access to a select list of homes, deselect the previously mentioned tick box and click on the Home Icon button to the right.

A table will appear whereby checking the box to the left of each property, you can select to show this property to the user. Click the OK button to finalize your selection.

Owners & Homes: Property Access

Management Company

The Management Company access control tab determines the selected user's access to management company features and tools.

The latest update, now offers additional functionality for the advanced work order module and the CRM (if enabled). This panel also offers more control over the default work order module, and restricts/enables the user to send work orders to the Owner Account, and restrict/enable the user to making work orders visible to the owner inside of the owner account.

Management Company

Reports

Reports now has it's own access control panel. This allows the user to set report specific restrictions, as well as customize access to the “Standard Reports”, “Occupancy Reports”, “Custom Reporting”, and “Guest Contact Export” tabs from the Reports window.

Reports

Reservations & Quoting

The Reservations & Quoting access control tab determines the selected user's access to quote and booking settings, rate set editing, and channel management (SuperSites).

  1. Show MC Rates in TBS: This option displays your management company's rates in the Total Booking Summary of the user.
  2. Show Financials: This option allows/restricts the user’s ability to see the booking financial from the Booking List.
  3. Below is a brief explanation of some of the functions that may at first not be immediately obvious.
  • Allow Total Booking Summary? allows/denies access to the Total Booking Summary pop-up window.
  • Allow moving reservations? allows/denies the user the ability to move a booking. This refers to moving dates or properties.
  • Allow add owner booking? allows/denies the user the ability to add an owner booking.
  • Allow change category to / from owner booking? this refers to any type of owner booking such as owner staying, owner online booking, etc. Allows/denies the user from change the category in a way that would allow owner access to the booking if they did not have access before, and vis-versa.
  • Allow new AOA Booking overlap of B-O dates in BM?
    • AOA: Allocation on Arrival. This is our representative type of unit.
    • B-O dates: stands for Black-Out Dates
    • BM: stands for Bookings Manager.
    • To explain in more context, AOA units are a special type of unit that allow for over lapping bookings. This is because this unit represent a set list of real units, and this unit can except as many over lapping bookings as the number of real units will permit; very similar to Hotel style inventory. When a black-out booking is applied, this is a special booking category acts as a stop sale to prevent any further bookings for the time period elapsed by the black-out booking. What this setting does is if an admin user (or any user with the ability to add black-out dates) adds a black out, and this setting is disabled for, let’s say User-A, then User-A cannot add a booking that conflicts with the black-out dates.

 

Reservations & Quoting

Accounting Functions

The Accounting Functions access control tab determines the selected user's access to various accounting features and tax reporting.

Below, you will find a brief explanation for some of the functions in Accounting Functions Panel that may at first not be immediately obvious.

  1. Allow Voiding of Checks: You can choose to allow the user to void active checks.
  2. Allow view open months?  This setting controls the user’s ability to view open or un-finalized owner statements in the Owner Account window.
  3. Bill Payments: The Bill Payments module specific controls (pertain only to the new accounting Module Bill Payments Feature):
    • Allow ‘Mark as Paid:  Controls the user’s ability to mark bills as ‘Paid’.
    • Allow check printing:  Controls the user’s ability to print checks from CiiRUS.
    • Allow send to owner account:  Controls the user’s ability to send bills to an owner account.
    • Allow check edit after marked as paid  controls the user’s ability to edit bills that have been marked as paid.
  4. Allow Process Owner Booking Fees: Controls the user’s access to the Process Owner Booking Fee screen in Accounting Functions.

 

Accounting Functions

Account Settings

The Account Settings access control tab determines the selected user's access to you CiiRUS account settings, including SecureTrack's User / Change Tracking feature.

Account Settings