Category:Sub Account

This page is about the menu SUB ACCOUNTS

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.

Go to SUB ACCOUNTS 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 SUB ACCOUNTS then on "CREATE NEW SUB ACCOUNT". Enter username password and Email.

The "Role determines the access rights":

• Admin: all rights
• 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".
• 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.
• Agent 2: Access to the CALENDAR 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.

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".

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 Preferences
• Outgoing Email
• Host Notifications
• Booking Page > Multiple Properties
• Booking Page > Internationalization
• Channel Manager
• Custom Reports
• Guest Management > Auto Actions
• Guest Management > Invoicee

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 Hide Menus and/or Settings from Sub Account

• To hide menu pages click on SUB ACCOUNTS and enter the names of the pages you want to hide in "Hide menu pages". The context help gives a detailed explanation. EXAMPLE: To hide all channel manager pages you need to enter:

synchroniser

to hide all settings enter:

settings

to hide all settings and rates enter

settings, rates

Tabs in the "Booking" can be hidden using

bookedit-info

bookedit-summary

bookedit-detail

bookedit-charges

bookedit-invoice

bookedit-guest

bookedit-log

bookedit-mail

The "Calendar" tab in BOOKINGS can be hidden using

bookings-calendar

Standard reports can be hidden using

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

If you want to hide the 'Show' options from some of the ROLES in the Calendar, change the sub-account to the role "Admin" then log into the account, go to the CALENDAR and click on "Show". Then deselect all bits you do not want to show. Then go back ROLE and change back to the appropriate ROLE.

If you want to hide the "Delete" button in booking add the following code in the "Control panel custom CSS" for the sub account:

.pagetypeajaxbookedit .b24btn_Delete { display: none }

If you want to hide the "Add Booking" button for the sub account add the following code in the "Control panel custom CSS" for the sub account:

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

If you want to hide a certain setting box on a page add the following code in the "Control panel custom CSS" for the sub account for example:

.pagetypecommunicationbooktemplate #settingformid .background_boxprop:nth-of-type(2) { display:none; }

this will hide booking template 2.

• If you only want to hide individual settings send us a support ticket for the code required here to hide the particular setting.

2.5 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.

2.6 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" and set "Outgoing Email"=Never use Master Account or Use Master Account as Fallback.

2.7 Block Sub Accounts from sending SMS

Hide the menu pages by adding

automail.smsenable,owners.smsenable,owners.smsenable2

in "Hide menu pages".

2.8 Messages to Sub Accounts

The function "Message to Account" allows to send information in the same style as Beds24 News to all sub accounts. When you click on "Manage Account" you can also create messages for individual sub accounts.

2.9 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.

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"

- then click on "Clone Property Settings"

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

• Properties
• Booking Rules
• Booking Questions
• Upsell Items
• 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

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 Custom Tab

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 of the Tab 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"