How do I add a new Employee in NebulaCRS?
In order to add a new Employee for eRes and NebulaCRS please see the following steps below:
- To add a new employee log into NebulaCRS. Then navigate to Profiles Tab > User Groups or Users (on left menu pane).
- User Groups are usually predefined upon installation with rights assigned per User Group. Should the User Group already exist please see 2. Users below.
1. User Groups
- User groups are defined by adding a group for every department. The Administrator group is present by default, and only HTI utilizes this group.
- To create a new Group click on the "New" button. Thereafter complete all the Group details such as:
General Tab
- Name: Enter a Name for the Group.
- E-mail: If available, record a email address for the contact of this Group.
- Web address: If available, record a web address here.
- Telephone: If available, record a telephone number for the contact of this Group.
- Fax: If available, record a fax number for the contact of this Group.
- Postal address: If available record a postal address here.
- Postal code: If a postal code is recorded, provide the code here.
- Physical address: If available, provide the address of the contact for this Group.
- Contact name: Provide a primary Contact name who will act as the Contact for this Group.
Managing User Rights
- User rights are managed from the Users module. The User Rights are controlled on the Group of Users as opposed to the individual Users.
- To activate the User Rights display, highlight the User Group applicable and select the "Rights Tab" located on the top panel. Assign the rights from the "Available Rights" column on the left to the "Assigned Rights" column on the right.
| Field | Field Description | |
| View Reservations | Allow the User Group to view reservations. | |
| Make/Edit Reservations | Allow User Group to make new reservations and edit existing reservations. | |
| Edit Past Reservations | Grants an employee full functional access to past reservations. This user right is not required to add itineraries or amend memos on past reservations. | |
| Edit Reservations Across Channels | Disables the ability to edit reservations in a different channel than what it was made originally. Example: A reservation was made on the Web and therefore cannot be amended from CRS. | |
| Cancel Reservation | Restricts the ability to cancel a reservation from the "Open" screen as well as the cancellation of an itinerary line on an on-screen reservation. | |
| Copy Reservations | Allow copying of reservations. | |
| Allow Service Only Reservations | Enable this User Group to make reservations containing only a Service and no Accommodation itinerary lines. | |
| View full credit card | Added user right "View full credit card" which will, if disabled, display the credit card number as printable in the eRes front-end as well as in WebAdmin. Please note that the user right will initially be enabled for all User Groups. | |
| Add/Edit name list memo | Permit the user to amend the name list memo. | |
| Edit Guest History | Enable a user to edit Guest History master files. | |
| Make/Edit Hold Reservations | Allow for making of new Hold reservations, and editing existing Hold reservations. | |
| Add Agent from Reservations | Allow the User Group to add an Agent from the reservation front-end. | |
| Override Account in Reservations | Allow for the manual override of an account in reservations. | |
| Override Cost in Reservation | Allow the overriding of Cost for accommodation/service in reservations. | |
| Override Status in Reservation | Permit manual overrides to the reservation status. | |
| Override Inventory Availability in Reservation | Allow for the override of Inventory Availability on the itinerary amend window. | |
| Override Rate Availability in Reservation | Allow for the override of Rate Availability on the itinerary amend window. | |
| Update "No Rate" Reservations | Allows the user to update reservations with "Rate TBA" in "Amount" column of the itinerary. | |
| Export Reservations | Permits the User Group to use the export of reservation detail to .csv format functionality. | |
| Override Redemption in Reservation | Permit the overriding of Redemption status in reservation. | |
| Allow Discount on Reservation | Allows a User Group to assign discount on a reservation. | |
| Overbooking Allowed | Permit Overbooking. | |
| Manage System Codes | Allow management of System Codes. | |
| Manage Properties and Inventories | Permit management of Properties and Inventories. | |
| Manage Allocations | Permit Allocation management. | |
| Manage Inventory Availability | Determines whether the availability upload to eRes from eRes Web Services is allowed. | |
| Closeout Rooms | Allow closeout of rooms. | |
| Manage Service | Permit Service management. | |
| Auto Assign Service date | When enabled, the Service date is automatically set in accordance with the Transfer Type per service. If disabled, the user is prompted for the Service date after booking a Property with mandatory services linked, or after booking Services. | |
| View Property e-mail history | Enables the User Group to view history of confirmations sent to properties. | |
| Run Reports | Permit User Group to run eRes Reports. | |
| Manage Rates | Permit Rates management. | |
| Manage Agents | Permit Agent management. | |
| Manage Contracts | Allow management of Contracts. | |
| Override Rates Values | Permit overriding of Rates Value. | |
| View Reservation Rates | Enables the viewing of Reservation Rate values. If disabled the User Group is unable to view any Rate Value:
| |
| Book Manual Rates | Allow assignment of Manual Rate types to the reservation. | |
| Manage Restrictions & Rate Closeouts | Permit management of Restrictions and Closeouts. | |
| Rate Closeouts by Rate Groups only | Allow Rate Closeouts by Rate Groups. | |
| Set Yield Points | Permits the User Groups to set yield points from the WebAdmin application. | |
| Manage Yield levels by day | Permits the User Group to manage yield levels form the WebAdmin application. | |
| Manage Deposit Policy | Permit Deposit Policy management. | |
| Override Deposit Policy | Allow the override of Deposit Policy on reservation front-end. | |
| Override Deposit Triggers | Allow User Groups to override Deposit Triggers. | |
| Capture Deposits Received | Permit deposit captures. | |
| View Deposit received | Allow the user to view capture deposits only, so the "Add" deposit button is being removed/disabled. | |
| Allocate Package deposit | Allow allocating the package deposit. | |
| Manage Cancellation Policies | Permit Cancellation Policy management. | |
| Override Cancellation Policy | Allow User Group to override Cancellation Policy. | |
| Manage Users | Permit User management. | |
| Cent. Bill: Generate & Print Invoices | Permit the generation and printing of invoices in Central Billing. | |
| Cent Bill: Reprint Invoice | Permit the reprint of an invoice in Central Billing. | |
| Cent Bill: New Credit Note | Allow new credit notes to be edited in Central Billing. | |
| Cent Bill: Edit Credit Note | Allow credit notes to be edited in Central Billing. | |
| Cent Bill: Print Credit Note | Permit the printing of credit notes in Central Billing. | |
| Cent Bill: Close Periods | Permit User Group to close financial periods in Central Billing. | |
| Accounting: Manage GL Numbers | Allow GL number management in Accounting. | |
| Accounting: Run Export | Allow the export to Accounting packages. | |
| Add/Edit Special Dates | Allows the User Groups to Add/Edit/Remove special dates on the Density Chart. | |
| Allow Web Service Access | If enabled, the Web Service is allowed to connect to eRes with the username and password combination set up in Users. | |
| Orbit Allow Best Fit | Applicable to Orbit Programme, will allow the user to access the best fit option. This function is to optimise room chart to provide the most effective fit. | |
| Channel Management | Allow the user to manage the different channels. |
NOTE: All rights under the "Managed Services" category are managed separately and are only applicable to clients that have the Managed Services Portal.
Properties
Properties have to be loaded against the User Group profiles for the Group to have access to the Properties on the reservation front-end, for utilization in the reservation process. Properties are loaded on the Group level, and all Users belonging to the Group have access to work with the loaded Properties.
- To load Properties against a User Group profile ensure that you have the correct User Group highlighted on the top panel of the Users module.
- Select the "Properties Tab", and the "Group -Properties" screen will be displayed.
- The screen will be divided into the sections "Available Properties" and Assigned Properties".
- Assign the properties from the "Available Properties" column on the left to the "Assigned Properties" column on the right.
- To "Remove" Properties from the "Group has access to" column, highlight those Properties and select the "<-" left arrow button situated between the two columns. The Properties are then moved to the "Available Properties" column, meaning no access to these Properties for the current User Group.
- Once the Properties have been added remember to click on "Save"
Please Note
- The Administrator Group, by default, has access to all Properties listed.
Report Users
Report rights can be set on the User Groups level. When the report rights are set, users on the User Group level affected have access to all reports that are checked on the Report Rights screen.
- To access the Reports Rights screen, ensure that you have the required User Group selected, then click on the "Reports Tab".
- Simply select the Report categories that the selected User Group should have access to.
- Drill down by expanding the nodes on the left-hand side if a User Group should only have access to a selected few reports in a reporting category.
- Only reports checked are accessible for the selected User Group.
2. Users
- After the User Groups are added, select the "User" option on the left menu pane and select the "New" button at the top.
- Next complete the Users details:
- Name: Enter the users name and surname.
- Login Name: Enter the Login name that will be used as the "Username".
- User Group: Assign the applicable user group to this user. Remember that the above rights will now apply to this user.
- E-mail: Provide the e-mail address of the user here.
- Telephone: Enter a telephone number for this user.
- Fax: Enter a fax number for this user.
- Allow Login: Specify whether this user is authorised to log into the system.
- Account Locked: Exceeded password restrictions can lead to an account being locked. Here an administrator can unlock it.
- Language: Specify the user's preferred language
- Country: Specify the country in which the user is based. The country is only required for eRes instances where Tax exemption is applied. Refer to Tax exemption for more information.
- Remember to click on "Save" once done.
Note: The user's password is only created once the user profile is created. Highlight the user then click on the "New Password" button situated at the very top right corner. The system will now prompt you to create your password.
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