Creating and Managing Users (to give access to your collaborators or employees)

Note: If you subscribed to the CiaoBooking contract yourself, your user already has the necessary "Administrator" permissions to create and manage new users.

How to add a New User

1. Visit the Users Section: Go to Settings → Users.
2. Add User: Click the "+ ADD" button.
3. Fill in the Access Details:
   • Name: The collaborator's name.
   • Email: A valid email address to which notifications will be sent.
   • Password: Choose a secure password (the user can change it later).
   • Ensure the "Active" switch is enabled, otherwise your user will not be able to log in.
     (a very useful option to deactivate access for a collaborator or employee without deleting the account)
4. Assign Properties (Crucial Step): In the right-hand column "Assigned Properties," check the boxes for all the properties this user will manage. If you do not assign at least one property, the collaborator will not see anything.
5. Define Roles and Functions:
   ❓(further down this page, you will find specific details for each role or function)
   • In the "Roles" section, activate the "Key Role" that describes their duties.
   • In the "Functions" section, you can enable access to additional areas not included in the selected "Role" by default.
     For example, you might want to activate the "Bureaucracy Functions" option for the "Cleaning Service" role if you want to allow your cleaning staff to enter guest document data.
6. Create the User: Click CREATE in the top bar to save.

🔑 Key Roles

Key roles represent the main duties (and therefore permissions) granted to a user.

Note: You can only activate these roles for other users if they are also active for your user or if you are an Administrator User.

• Administrator User: Has the highest privileges, including functions to create, delete, and modify other users and change restricted settings.
  📒NOTE: An Administrator user can NEVER modify or delete another Administrator user.
  If you need to create another user equal to yourself, we suggest using the Manager role at most. It has access to all functionalities except for modifying company data.
• Manager User: Enables all operations, except for administrative ones (e.g., modifying company master data).
• Staff User: Typical reception user. Can manage reception tasks but cannot see sensitive information or modify sales prices.
• Cleaning Service: Views only the information necessary for housekeeping management.
• Owner: Sees the booking calendar without being able to view sensitive details.
• Revenue Share Owner: Similar to the staff user, but without the ability to modify data.
• Runner: Manages check-ins. Views only the information necessary for check-in.
• Resource Manager: Typical user for managing a SPA or resources and their calendar. Can view bookings and add extras, with limited permissions.
• Advanced User: Modifies rates. NOT RECOMMENDED.

🤝 Functions

Functions allow you to customize a user's permissions by providing additional access. Some functions may not be activatable depending on the contract signed with CiaoBooking.

• Website Builder: Access to the website builder sections (useful for the webmaster).
• Revenue Share Functions: Management of revenue share information.
• Revenue Management Functions: Activates the Revenue Management Tool.
• Booking Engine Functions: Creates and manages booking engines.
• Bureaucracy Functions: Management of online check-in, sending Alloggiati/ISTAT forms, data confirmation.
• Housekeeping Functions: User with housekeeping functions, without the ability to modify settings.
• Administrative Housekeeping Functions: Housekeeping with the ability to manage settings.
• CMMS Viewer: View-only access to the CMMS.
• CMMS Editor: Full permissions on the CMMS, excluding data deletion.
• CMMS Administrator: Full permissions on the CMMS, including data deletion.
• Channel Manager Functions: ⚠️ Changes mapping, assign only to trusted users.
• Accounting Functions: Manages accounts and fiscal documents, without the ability to delete data.
• Administrative Accounting Functions: Permissions to delete accounting data.

🤖 API

APIs allow access to data in CiaoBooking from third-party software (e.g., Smartpricing, Vikey). Data can be read-only or also modified, based on the access provided:

• API - Third-Party Self Check-in: Read bookings and some customer data.
• API - Third-Party RMS: Read bookings and modify prices via API.
• API - Payment Manager: Create and view payments.