Part 1		Create and setup general access control
Part 2		Allocate module and functional access
Part 3		Allocate property and accommodation access
Part 4		Setup users linked to access group

1. Create and setup general access control:

In the edit area, enter the relevant general access control and click Save on the toolbar to save the access group and update the list:



Definitions
Group Code	A five character free-format field to describe a group
Group description	A free-format description/name allocated to each access group
Confidential	When this field is selected (checked), users have access to any confidential notes stored within the system
Consultant	This field should be allocated to INTERNAL users only Consultant refers to an internal reservations operator Consultants are provided access to the Reservation Request module Users allocated to a consultant group are allocated to a reservation as the 'consultant' (i.e. the internal person managing/overseeing the reservation) This field is disabled to the public access group as they cannot be allocated as consultants
Limited	This field refers to restrictions on room numbers displayed in cells on the availability calendar 'No' means that the user view is not restricted, this means that the user sees the actual number of rooms reserved (including negative numbers) Access Groups with no limits on the room numbers displayed on the availability calendar will see actual room numbers available (including where rooms are overbooked - in which case they will see negative numbers) 'Yes' means that the number of rooms displayed on the availability calendar is restricted, once this field is selected the 'number of rooms limited to' becomes available to enter the actual number of rooms displayed The number entered here is also the maximum number of rooms the user can reserve Users with a 'Yes' restriction do not see negative room numbers Access Groups limits on the room numbers displayed on the availability calendar will see and have access to the number of room available allocated to them in 'number of rooms limited to' Users with a room number limit will also be limited to the maximum number of rooms, in this case when they request more rooms then they have access to the "Maximum Rooms" pop-up will open from here they can enter a free-format note to the principal requesting more rooms (this is added to the Reservation Note under a 'Overbooking request' heading) For users not to see any room numbers i.e. they only see red or white cells on the calendar, select 'Yes' to limit and limit the number of rooms to '1' To limit the number of rooms these users can reserve per itinerary item, enter the respective number in the 'Maximum rooms requested by restricted users' field on the default table Users with 'Number of rooms limited to: 1' will have red or white cells displayed on the calendar (i.e. no room numbers are displayed on the calendar). Set the maximum room numbers the user can reserve on the default table (shown at the bottom on the example)
Number of rooms limited to	This field determines the maximum number of rooms a user can see and reserve When 'Limited' is set to 'Yes', this field becomes available enter a value greater then or equal to 2 When '1' is used as the value only red and white cells are displayed To limit the number of rooms these users can reserve per itinerary item, enter the respective number in the 'Maximum rooms requested by restricted users' field on the default table

2. Allocate module and functional access

Allocating modules a user has access to and what type of access they have in each module is setup in the Access Control: Functions window

The Functions window displays a list of modules (on the left of the window) and the access rights the user group has to each module (the columns with buttons displayed on the right-hand side)

Modules/functions can be edited in the module/function window, click in the Read-only/Update/Mgmnt column on the row of the access group to open the Functions window (clicking on any of these will open the same pop-up)


Operating the Functions pop-up
Select All	Select All will flag each button in the respective column, this means that if the user clicks the 'Read' button, they will have 'view-only' access to all modules in Resrequest
Save	When a change has been made, the Save button will save the change and keep the Functions window open to perform more changes
Save and Close	Save and Close will save the changes and close the pop-up
Cancel	Cancel will close the window and ignore any changes made since the last save

Function access
None	None means that the user will not have any access to this module Where these modules are accessible the menu, the option will be inactive in the main menu In this example, the user group for Contacts module is set to 'None', this means that New Contact, Find Contact are inactive from the main menu (i.e. the user cannot access these modules)
Read	Select the Read option to enable a user to: access the module, view the data (data will be filtered according to their relationship) Users cannot create or update records In this example, the user group for the Contacts module is set to 'Read', this means that New Contact is not available but Find Contact is available from the main menu Based on the above figure's access restrictions to the contact module, it means that the user can view data (for which they have the required relationship) , however they cannot Edit a record (note the edit button on the main toolbar is inaccessible), nor can they create new records (note the New button is inaccessible on the telephone pop-up)
Update	Select the Update option to enable a user to: access the module, view the data and edit or create new data In this example, the user group for Contacts module is set to 'Update', this means that New Contact and Find Contact are available from the main menu Based on the above figure's access restrictions to the contact module, it means that the user can view data, they can Edit a record (note the edit button on the main toolbar is accessible) and they create new records (note the New button on the toolbar and the telephone pop-up) Resrequest web users can create new records, they are not able to edit/update information regardless
Management	Management access is the highest level of access that can be allocated to an access group Management access gives the user: read and update access to modules as well as the ability to carry out actions allocated to management such as the ability to delete a confirmed reservation Management access functions are detailed in respective modules

		What happens when a user selects a function/module they have not bee allocated access to? In some cases (usually where access control has not been correctly defined) a user could access a module/function they have not been give access rights to. In these cases an 'insufficient access' screen will display. From here the user can send an email to the system administrator and then access a different module from the main menu.
		From the 'Insufficient access' screen the user can email the system administrator and/or continue using the system

Access Control Modules
Access control	Determines access to the user access module This module is accessible from the Administration menu
Availability calendar	Determines access to the availability calendar This module is accessible from the public home page (by clicking the Availability Calendar link), on login, from the Reservation menu and (potentially) from the 'Last calendar' toolbar button Setting a user's function access to Read will prevent them from being able to build a quotation or reservation - they will only be able to view availability and send a free-format email
Code tables:  Financial references	Determines access to the financial code tables These modules are accessible from Code Tables-Financials on the Administration-System Setup menu
Code Tables:  General	Determines access to the general code tables These modules are accessible from Code Tables on the Administration-System Setup menu
Contacts	Determines access to the contact module
Customisation	Determines access to the customisation module (for the setup of customised text on the home page, welcome text and booking information pop-ups) This module is accessible from the Administration-System Setup menu
Data transfer	Determines access to the Data Transfer module This module is accessible from the Administration-Data Transfer menu
Occupancy calendar	Determines access to the occupancy calendar This module is accessible from the Reservation menu, the availability calendar and (potentially) from the 'Last calendar' toolbar button The button displaying on the availability calendar will be hidden if the user is an external user without a relationship
Payments: Record	Determines access to the Record Payment modules This module is accessible from the Payments menu and the Reservation-Billing tab
Payments	Determines access to the Record and Find Payment modules These modules are accessible from the Payments menu and from the Reservation-Billing screen
Property:  Maintenance	Determines access to the Property module This module is accessible from the Administration-System Setup menu
Property rates	Determines access to the Rates tab from the property module This module is available from all tabs on the property window
Report:  Allocated reservations	A report for consultants to produce a list of reservations allocated to them within a certain date range This report can be accessed from the Reservations-Report menu
Report:  Arrivals/Departures	Determines access to the reservation arrivals/departures report This report can be accessed from the Reservation-Reports menu and from the Report-Reservations menu
Report: Audit report	Determines access to the Audit Report This module is accessible from the Reports menu
Report: Extras	A report listing extra services used within a certain date range This report can be accessed from the Reports menu
Report: Updated	A report listing new and amended reservations within a certain date range This report can be accessed from the Reservation-Reports menu
Reports:  Std, Prov, Cont, Rate, Mail, Pay find	A consolidated list of reports that external users can have access to (data is filtered by their agent relationship) including: standard reservation, provisional expiry, contact, rate sheet, mail and payment find reports
Reservations:  Maintenance	Determines access to the central reservation editing screens (i.e. the reservation details, notes, extras, comms and billings tabs)
Reservations:  Web requests received	Determines access to the Reservation Requests module This module is accessible from the Reservations menu
System settings	Determines access to the defaults table This module is accessible from the Administration-System Setup menu

3. Allocate property and accommodation access

Allocating property and accommodation units a user can view on the calendar and make reservations with is setup in the Access Control: Property & Accommodation window

The Property and Accommodation window displays the list of properties and accommodation which have been setup in the Property Module

Property and Accomodation can be edited in the property/accommodation window, click in the Prop/Accom column on the row of the access group to open the window (clicking either of these will open the same pop-up)


Operating the Functions pop-up
Select All/  Deselect All	Select All will include all properties and accommodation units for display on the calendar and reservation access Deselect All will exclude all properties and accommodation units
Save	When a change has been made, the Save button will save the change and keep the Functions window open to perform more changes
Save and Close	Save and Close will save the changes and close the pop-up
Cancel	Cancel will close the window and ignore any changes made since the last save

4. Setup users linked to access group

Allocating users to an access group can be done from the Contacts-User window (in the Contacts module) or from the Access Control: User window

The Access Control: User window includes a list of all users not yet allocated to an access group (in these)

Users can be added or removed from access groups in the Access Control: User window, click in the Users column on the row of the access group to open the User window


Unallocated Users	Users displayed in the unallocated user column are users who are not yet allocated to an access group (these users access rights default to public, although they are not linked to the public group)
Users allocated to this group	Users displayed in the 'Users allocated to this group' are all users who are setup in this access group

Operating the Functions pop-up
Select User	To select a user, click the checkbox to the left of the user name In this example two Unallocated users are selected to be added to the 'Admin' group
Add User	Before you can add a user to the selected access group, you need to select them from the list on the left (unallocated users) by clicking the checkbox to the left of the user's name After selecting users to be added to the group, click the Add User button The user will be removed from the 'Unallocated Users' group and will be displayed in the 'Allocated Users' group
Remove User	Before you can remove a user from the access group, you need to select them from the list on the right (allocated users) by clicking the checkbox to the left of the user's name After selecting users to be removed, click the Remove User button The user will be removed from the 'Allocated Users' group and will be displayed in the 'Unallocated Users' group
Close	Select the Close button to close the window and update the summary list