Category:Sub Account

This page is about the menu Account Management (Click on the 'User' icon on the top right and then on 'Account Management, in the old control panel SUB ACCOUNT in the top right)

Each account can have sub accounts with a unique username and password. Sub accounts can be given restricted or full access to other accounts or individual properties. A sub account can also contain it's own properties.

Only one person at a time can log in to any account or sub account.

1 Sub Accounts

A property is always owned by one account or sub account but it can be set up to be accessed from other accounts. It inherits it's account level settings from this owner account. Therefore a property should be owned by the account which manages the property and whose Email address is used to send out confirmation messages and other system Emails.

• If a property is managed mainly in the master account and the sub account just needs access to see certain information or to perform certain tasks it should be owned by the master account. In this case sub accounts are given access to the property.

• If a property is managed mainly by the sub account and the master accounts just needs access it should be owned by the sub account. In this case the master account is given access to the property.

Click on the 'User' icon on the top right and then on 'Account Management (in the old control panel SUB ACCOUNT in the top right) to create new sub accounts or manage existing sub accounts

Global sub account settings apply to all sub accounts in one master account

view large

Click on "Manage" to apply settings to an individual sub account

view large

2 Create a Sub Account

Click on the 'User' icon on the top right and then on 'Account Management (in the old control panel SUB ACCOUNT in the top right) then on "CREATE NEW SUB ACCOUNT". Enter username password and Email.

You can also create a subaccount via Integromat.

• Go to Account Settings

• Assign the ROLE for Sub Account

The "Role" determines access rights:

• Admin: all rights
• Co Master: all rights to the properties which the sub account owns and to which the sub account has access; access to the master accounts sub account menu; can change sub accounts in the master account and create sub accounts in the master account but does not have sub accounts of it own.
• Sub Master: all rights to the properties which the sub account owns and to which the sub account has access; can have sub accounts of its own.
• No Credit Card: all rights but no access to credit cards.
• Accountant: Access to Standard Reports - Financial Reports and Read only access to CALENDAR Booking Grid.
• Read Only: All parts of the control panel can be seen but not changed.
• Back Office: All parts of the control panel can be seen and edited except for "SETTINGS" .
• Back Office 2: All parts of the control panel can be seen be seen and edited except "SETTINGS" are "read only".
• Front Desk: Has read and write rights for "bookings" and "guests". No access to SETTINGS, CUSTOM REPORTS and Standard reports with revenue information. Read only access to all other areas.
• Front Desk 2: Has read only access to all areas of the control panel. Has read and write rights for "bookings" and "guests".
• Cleaner: Read only access to bookings in the CALENDAR. Access to standard reports "Cleaning", "Daily Activity", "Cleaning Brief" and "Daily Unit Activity".
• Cleaner Manager: Read only access to bookings in the CALENDAR. Can open the booking and see details. Access to standard reports "Arrival", "Departure", "Current Guests", "Cleaning", "Daily Activity", "Cleaning Brief" and "Daily Unit Activity".
• Channelmanager: Access to DASHBBOARD, CALENDAR, BOOKINGS, RATES, in SETTINGS they can see property setting, room setting, channel settings.
• Agent: Access to the CALENDAR only. Can add and manage own bookings if he has write access to a property. Bookings from other sources only show as blocked dates. Any rooms with a sell priority less than 10 are hidden. This allows the creation of rooms "hidden" from the agent.
• Agent 2: Access to the CALENDAR and BOOKINGS only. Can add and manage own bookings and prices if he has write access to a property. Bookings from other sources only show as blocked dates. ny rooms with a sell priority less than 10 are hidden. This allows the creation of rooms "hidden" from the agent.
• Agent 3: Access to the DASHBOARD, CALENDAR, and BOOKINGS only. Can add and manage own bookings and prices if he has write access to a property. Bookings from other sources only show as blocked dates. Any rooms with a sell priority less than 10 are hidden. This allows the creation of rooms "hidden" from the agent.
• No Access: This role can be used to block a sub accounts access.

NOTE: The following roles have access to credit card details: "Admin", "Read Only", "Back Office" and "Front Desk". Credit card access is set per property.  See further down how to allow credit card access for a property. To prohibit credit card access enter the word creditcard in "Hide menu pages".

Settings below can be left as default and updated in sub account if ROLE has permissions, otherwise can be set by the Master Account.

• Allow Delete Bookings - set if you allow the sub account to delete bookings

• Outgoing Email - Set whether this sub account can use the master account outgoing email settings for sending email. Required if you want the sub account to send auto action emails.

• Support Tickets - Specify if the account can send support tickets and if so, who will answer them.

• Write Access Bookings - Set if this account can modify bookings created by other accounts

• Invoicee visibility - Invoicee visibility within bookings (all in Property owner or only those created in sub account)

• Include actions from - Include auto actions from another account, they will be visible in Bookings with 'Manual' trigger.

• Maximum Google Ads Commission = 999999 (default)

• Account
  • Check Account Info
  • Account Template Variables

• Preferences
  • Control Panel
  • Control Panel Calendar
  • Bookings
  • Highlight Colours

• Outgoing Email
  • Setup the outgoing email service for the sub account, required to send emails from the sub account.

• Host Notifications
  • can be set by Master account or in each Sub Account if ROLE allows access.

• Account Access
  • Update Sub Account email address
  • Required if sub account will be using API

2.1 Clone Account Settings

Click on "Clone Account Settings" button to select settings to apply from one account to another account/sub account.

It is possible to clone settings from one Account to a Sub Account

• Dashboard
• Account
• Account Access
• Account Preferences
• Outgoing Email
• Host Notifications
• Booking Page > Multiple Properties
• Booking Page > Internationalization
• Channel Manager
• Custom Reports
• Guest Management > Auto Actions (visible when you select the account to clone from)
• Guest Management > Invoicee (visible when you select the account to clone from)

2.2 Give Sub Account Access to all Properties in the Master Account

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT for the Sub Account
• in "Access All Properties in Another Account" select the account that can be accessed. Set which areas the sub account can access "read only" and which "read and write"
• if required block sub accounts from selected pages in "Menu Settings"

2.3 Give Sub Accounts Access to Selected Properties in the Master Account

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT for the Master Account
• in the "Property List" click on "MANAGE PROPERTY" for the property you allow the sub account to access
• in "Make Property Available in Multiple Accounts" set "Make Property Available In Sub Account" to the sub account which can access the property then SAVE
• After you have saved you can set which "Access Rights" the sub account has
• if required block sub accounts from selected pages in "Menu Settings"

2.4 Remove Sub Accounts Access to Selected Properties in the Master Account

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT for the Master Account
• in the "Property List" click on "MANAGE PROPERTY" for the property you allow the sub account to access
• in "Make Property Available in Multiple Accounts" click 'REMOVE' then SAVE

2.5 Specify Access Rights

In ACCOUNT LIST-MANAGE ACCOUNT for the specific sub account you can specify the access rights:

• Control Panel: defines if the property is visible in the controls read-only mode or visible with write access.
• Inventory Linking: controls if the prices and availability can be linked. Values are visible in read-only mode or visible with write access.
• Booking Linking: defines if the bookings from the property are hidden, visible in read-only mode or visible with write access.

Note: If you include bookings from another property you will also need to allow "Booking Linking" from the property which owns the booking to see them.

2.6 Hide Menus and/or Settings from Sub Account or make them read only

You can

• make whole pages "read only"
• hide whole pages
• hide individual settings

If you want to limit individual sub accounts click on "Manage Account" and use the settings there.

To apply the limitations to all sub accounts use the "Global Sub Account Settings" under "Account List"

  Tip If you limit settings for all sub account you can make them visible and/or readalbe selected sub account by adding a ! symbol in front of the page/setting which is globally hidden. You might need to enter the code in both "Read Only Menu Pages" and "Hide Menu Pages" to make them visible and writeable. 

Example: The entry dashboard in "Hide menu pages" in "Global Sub Account Settings" will hide the dashboard page from all sub accounts. If you enter !dashboard in the "Hide menu pages" for an individual sub account they will see the dashboard.

2.6.1 Hide whole menu pages

• To find out the identifier of a page you can look at the URL. The identifier is the word after 'pagetype='.

EXAMPLES:

synchroniser - hides ALL Channel Manager pages

syncroniserbookingcomxml - hides only the Booking.com channel manager page.

settings - hides the menu 'Settings'

settings,rates - hides the menus 'Settings' and 'Rates'

report - hides the menu 'Reports' (This is an exception as this identifier is never visible.)

reports - hides the sub menu 'Standard Reports' from the drop-down menu 'Reports'

reports2 - hides the sub menu 'Custom Reports' from the drop-down menu 'Reports'

reportlogs2 - hides the sub menu 'Booking Page Log' from the drop-down menu 'Reports'

2.6.2 Hide individual settings

• Click on "Manage" for the sub account
• Click on "Login"
• Go to the setting you want to hide
• Click on the copy icon next to the setting
• Click on "Hide"

Note: The copy icon is not available for all settings. Contact us if you want to hide a setting which does not have a copy icon. 

2.6.3 Hide specific tabs or sub menus from menu pages

2.6.3.1 Bookings

bookings-calendar

2.6.3.2 Rates

rates-list

rates-calendar

rates-channels

2.6.4 Hide specific tabs from popup menus

2.6.4.1 Booking popup

bookedit-info

bookedit-summary

bookedit-detail

bookedit-charges

bookedit-invoice

bookedit-guest

bookedit-log

bookedit-mail

2.6.4.2 Rate popup

rateedit-rooms

rateedit-discounts

rateedit-upsell

rateedit-channels

2.6.5 Hide individual standard reports

Enter the following phrases in "Hide menu pages".

reports-guestsandhousekeeping - hide all guests and housekeeping report

reports-occupancy - this hides all occupancy reports

reports-financial - this hides all financial reports

reports-invoices - this hides all invoice reports

reports-payments - this hides all payments reports

reports-monthlyrevenue - this hides all monthly revenue reports

reports-arrivals

reports-departures

reports-dailyactivity

reports-dailyunitactivity

reports-dailyunitnotes

reports-currentguests

reports-cleaning

reports-cleaningbrief

reports-invoices

reports-occupancy

reports-monthlyrevenue

reports-financial

reports-country

reports-payments

2.6.6 Hide certain functions

2.6.6.1 Hide the 'Show' options in the Calendar

Log into the sub account, go to the calendar and untick all the options you don't want. Log out and log into the master account. Go to the 'Sub Accounts' menu and click on 'Manage Account' for the sub account. Add the following code in the field "Control panel custom CSS":

.dashgridshowfilter{display:none;}

This hides the 'Show' drop-down function in the sub account. The user can only see the options that you have left ticked and they can't tick them back on because the drop-down is not there anymore.

2.6.6.2 Hide the 'Delete' button in the booking popup

Go to SUB ACCOUNTS and add the following code in the field "Control panel custom CSS" for the sub account:

.pagetypeajaxbookedit .b24btn_Delete{display: none}

2.6.6.3 Hide the 'Add Booking' button (suitcase icon) in the calendar

Go to SUB ACCOUNTS and add the following code in the field "Control panel custom CSS" for the sub account:

.icon-suitcase, .b24btn_AddBooking{display:none}

For more possibilities using custom CSS have a look at this page: Custom CSS

2.7 Allow Sub Accounts to View Credit Card Details

This is set per property.

• Click on "Manage Account" for the Master Account, to see the property list.

In the "Property List"

• click on "MANAGE PROPERTY" and set "View Credit Cards" = Owner and linked accounts.

2.8 Set Sub Account to send Email from their own Email Address

• Log into the sub account and go SETTINGS->ACCOUNT->OUTGOING EMAIL. Set the system up to use the sub accounts Email address following the instructions (click on HELP in the top right menu).
• Go to SUB ACCOUNTS
• Click on Manage Account
• Go to Account Settings and set "Outgoing Email"= Never use Master Account or Use Master Account as Fallback.

2.9 Block Sub Accounts from sending SMS

Hide the menu pages by adding

automail.smsenable,owners.smsenable,owners.smsenable2

in "Hide menu pages".

2.10 Messages and Pop-up news to Sub Accounts

The function "Message to Account" allows to send information to all sub accounts.

When you click on "Manage Account" you can also create messages for individual sub accounts.

2.11 Make Sub Account Properties available in the Master Account

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT for the Sub Account
• Click on MANAGE PROPERTY for the Property
• Set "Available in Master Account" to enable.

Note: Required if you have Auto Actions in the Master Account that you want to trigger across multiple accounts/properties. 

In Auto Action : Trigger Tab > Property = 'All visible in account'

2.12 Delete a Sub Account

It is only possible to delete a sub account if the property they own has no future bookings, see the details in 'Manage Bookings in a Property' for more details.

It is only possible to delete a sub account if they have no Auto Actions.

• Go to SETTINGS -> GUEST MANAGEMENT -> AUTO ACTIONS
• Click 'Edit' open the Auto Action
• Click 'Delete'

Once the properties/bookings/auto actions are deleted then

• Go to SUB ACCOUNT,
• Click on 'Manage Account' for the Sub Account,
• Scroll to the bottom of the page
• Click 'Delete' sub account.

3 Make a Property available in another Account which is not related

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT for the Sub Account
• Click on MANAGE PROPERTY for the Property
• Add the "Association Code" of the accounts which should access the property in the "Make Property Available With Association Code" field

The external account can find their association code in SETTINGS-> ACCOUNT.

4 Inter Property Linking

• Click on Manage Property

Certain items like rates and room dependency settings can be linked with other rooms. The Inter Property Linking settings controls the ability of this property to link with other properties.

Possible values are:

• None - The properties rooms can only link with rooms in the same property.
• Same Owner Account - The properties rooms can only link with other properties owned by the same account.
• All - The properties rooms can link with all properties available in the owner account.

5 Make one Account access Another Account

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT for the Sub Account.
• Use the "Access All Properties in Another Account" menu to allow this account access to another account.

This will only allow access to properties "owned" by the other account but not properties owned by a third account which are visible in the account.

6 Clone Properties

Settings from one property can be applied to one or more properties in a sub account.

Click on "Manage Account" and then on "Clone Property Settings" and select which settings from which property should be copied to others.

7 Clone Property Settings

Settings from one property can be applied to another property.

Go to the list of Sub Accounts,

• Click on "Manage Account"

• Click on "Clone Property Settings"

and scroll down through the settings, tick the appropriate settings.

• Properties
• Booking Rules
• Booking Questions
• Upsell Items Note: pictures will not copy and need to be assigned manually
• Payment Collection
• Credit Cards
• Confirmation Messages
• Booking Page
• Guest Management

8 Move Properties to a different Account

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT for the Sub Account
• Click on MANAGE PROPERTY for the Property
• Change the owner account of the property.

9 Move Rooms to a different Property

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT for the Sub Account
• Click on MANAGE PROPERTY for the Property
• Click on MANAGE ROOM for the Room
• Select the property to move to (from the list in PROPERTY)

10 Delete a Property from an Account

You need to delete the property from the Account that owns the Property

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT (owner of the property)
• Go to "Property List" click on "MANAGE PROPERTY" for the property you want to delete
• Scroll to "Delete Property" select 'Delete property and All its rooms and bookings"

Please Note : You will need to cancel or move upcoming bookings first.

11 Manage Bookings in a Property (Change status/delete/move)

It is possible to change the status of all bookings in a property. It is possible to delete all bookings from a property. It is possible to move all bookings from a property.

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT (owner of the property)
• Go to "Property List" click on "MANAGE PROPERTY"
• Click on Manage Room

• Choose the booking(s) - tick individual booking or 'select all'

You can Change the Status, delete and/or Move the bookings to another Property

• Scroll to "Delete Property" select 'Delete property and All its rooms and bookings"

To delete bookings from a Property, you will have to set to Cancelled first.

12 Delete Rates in a Property

• Click on ACCOUNT LIST
• Click on MANAGE ACCOUNT (owner of the property)
• Go to "Property List" click on "MANAGE PROPERTY"
• Click on Manage Room
• Scroll to Rates
• Delete Rate, select the Rates to Delete

13 Add custom menu

In SUB ACCOUNT (Account List) you can add a "Custom Control Panel Menu" via a HTML link to the top left of the control panel.

• Click 'Edit'
  • Click on 'link' symbol
  • Enter the name and URL
  • Click Save

To add multiple links, you can show side by side, so enter the details and click link, and then a space and another link.

Or enter each link on an individual line, enter the first, then click return and enter the next in the line below.

14 Custom Tab in Bookings

In SUB ACCOUNT (Account List) you can add a custom tab to bookings.

For content you can use HTML and template variables to include information from the booking.

To change the name of the tab enter the following in the Control Panel Custom Text setting:

• Custom Tab|New Name

replacing New Name of the Tab with your preferred name.

Each sub account can have its own custom tab. If a sub account has a custom tab defined, this will be shown instead of the global custom tab.

If there is no custom tab for a sub account, the global custom tab (if used) will be shown.

To hide the custom tab from individual sub accounts go to ACCOUNT LIST then

• click on "Manage Account" and enter

bookedit-custom

in "Hide menu pages"