Users

The Users Maintenance screen display is split into two frames, with the left side of the screen listing any already configured Users for the property and the right side containing the fields you need to complete in order to add or edit any User for the property. Any changes made on the right, once saved, will be updated in the listings to the left.

The currently configured options are displayed by:

All: This will be Yes or No. If you are a multi-Property Interface user of Skyware Systems, this refers to if the User in question is considered a User at all possible properties, or not.

Hotel: This is the name of the property. If you are a multi-Property Interface user of Skyware Systems, the default hotel the User is associated with will be listed here.

Note: These first two columns will only be displayed if you are part of a multi-property interface user of Skyware.

User ID: The code used to identify the individual User.

Last Name: The last name of the User. The currently configured options are displayed by this option.

First Name: The first name of the User.

Not Active: This will be Yes or No. This refers to if the user is currently classed as a User within the Skyware system (and therefore has access to use Skyware).

Fin. Auditor: This will be Yes or No. This refers to if this User is entered into the system as a financial night auditor.

HK: This will be Yes or No. This refers to if this User is entered into the system as a housekeeper.

Active HK: This will be Yes or No. This refers to if this User, entered into the system as a housekeeper, is employed/working (active) or not (in-active).

SM: This will be Yes or No. This refers to f this User is entered into the system as a default Sales Manager.

CM: This will be Yes or No. This refers to if this User is entered into the system as a default Catering Manager.

CSM: This will be Yes or No. This refers to if this User is entered into the system as a default Conference Sales Manager.

Selecting any User on the left will display the details on the right.

Your options include the following:

Generate a new entry:

Click the New button from the toolbar to add a new User.

Complete the fields described below.

OR:

Select an existing User from the list on the left, and click the Replicate Replicate Current Entry button button from the toolbar. Then change the field information as described below.

Edit the current selection:

Change the field information described below.

The Users Maintenance Screen has two tabs, with the General tab being displayed by default. Several fields on the General tab are required and must be completed to generate the User account.

On the General tab:

User ID: This is a unique ID assigned to the individual User. It may be up to 10 characters long, alphanumeric only. Type in the desired ID.

This field is required.

ID: This is for Internal use by Skyware Systems, is generated automatically when a new User is saved into Skyware, and cannot be changed.

First Name: This is the User's actual name. Type the User's first name.

This field is required.

Last Name: This is the User's actual name. Type the User's last name.

This field is required.

Security Group: This is the security group you wish to have the User assigned to. Different security groups will have different levels of access to Skyware. Select the correct security group from the drop-down menu of available options. If the correct option is not available, please see Security Groups for help in configuring it. The first listed Security group will be shown in the field (usually alphabetically) as this field cannot be left blank.

This field is required.

Default Language: This is the language that Skyware Systems will be displayed in for the User. . Select the default language for the user interface from the drop-down menu of available options.

This field is optional, by default it will be English.

Default Menu: This is the Menu screen that will be displayed as the landing page after the User's log-in. Select the option desired from the drop-down menu.

This field is required.

Quick ID for postings: This is a pin number to identify the User if the posting type requires it. This is NOT the User ID. This may be up to 10 characters long.

This field is optional.

POS Card: If the User has a POS Scan Card the number should be added here.

This field is optional.

E-Mail Address: Type the User email address. If completed, this will be used in place of the Email address for the property on the Property Definition screen.

This field is optional.

Email Return Receipt: This box may be checked or unchecked. By default it is unchecked.

EMail Username: User name for this Email address in place of the Email address on the Hotel's Definitions screen. Type the User name.

This field is optional.

EMail Password: Type the password for the User's email.

This field is optional.

Mobile Phone: Enter the mobile phone number for the User here, if one is available. This number can subsequently be used to call or text the User.

This field is optional.

Reset Password: This box may be checked or unchecked. By default it is unchecked. Check this option to change the user's password; the next time they log in they will be prompted for a new one.

Password Required: Does this User require a password to log into the system? This box may be checked or unchecked. By default it is unchecked. Click this option to require the user to supply a password at log in. For security, Password Required should ALWAYS be checked as allowing a user to access Skyware Systems without a password is a security risk to your property.

Note: By default BOTH (Reset Password and Password required) of these are CHECKED when adding a NEW User. For the Reset Password, it will become unchecked once the staff member has logged into the system and set up a password. Checking it after that initial log in will allow the staff member to create a new password the next time they log in into the system.

Not Active: This box may be checked or unchecked. By default it is unchecked. Click this option to deactivate the account without deleting it. Once an account has been created, it cannot be deleted from the system.

Web User: If this User is used to track when web reservations are made, this box will be checked.

Interface User: If this User is used to run the PC interface, this box will be checked.

Restaurant User: If this User is a default Restaurant User, this box will be checked.

Note: These three User types are used internally by Skyware Systems for interfaces. They are grayed out and cannot be changed by the property.

Financial Night Auditor: If this User is a night auditor and this box is checked, there will be a separate date change for the regular Night Audit and the financial Night Audit, with the system using the "no down time" logic - allowing the date to change for everyone EXCEPT for the night auditor until their work is complete. If this box is checked for any Users, the night auditor needs to make sure they "Z-out for all night auditors" when they are done (AFTER the regular Z-Out) to ensure everyone is working on the correct date.

Sales Manager: If this User is a default Sales Manager, check this box.

Catering Manager: If this User is a default Catering Manager, check this box.

Conference Sales Manager: If this User is a default Conference Sales Manager, check this box.

Quick ID can be used instead of Passcode: This box may be checked or unchecked. By default it is unchecked.

Note: The required fields must have been completed on the General tab before an account can be saved.

On the Multi-Property / Other tab:

Multiple sections appear on the Multi-Property / Other tab.

Hire Date and Housekeeping section:

Hire Date: Click within the field to open the calendar option to select the correct date of hiring for this user.

This field is optional but recommended.

Housekeeper?: This check box must be checked for the account to be considered a housekeeper account. If this field is not checked, the user account will not be considered by Skyware as a housekeeper.

Selecting this option will immediately refresh the screen with additional housekeeper specific fields.

Note: IF the account has not yet been saved (and therefore not entered into Skyware) you will be returned to the General tab which shows the required fields for generating an account. Click on the Multi-Property / Other tab to open it once more.

Active Housekeeper: The housekeeper may be listed as Active (and therefore available/working at your Property) or In-Active. Select the appropriate category. In-active housekeepers cannot be assigned rooms on the Housekeeping Room Assignments screen.

Section: This is a drop-down menu of available options. If your Property utilizes Housekeeper Sections, you may select a section for this housekeeper to be associated with from the list.

Maximum Credits when Auto Assigning: (Equivalent to Shift Points) If your Property is using the shift points method to assign rooms to housekeepers via credits, enter the number of credits to be allocated to this housekeeper. (This may be useful if your Property has a wide range of rooms - the actual amount of work depends on the size of the room and the number of beds, thus a large room with multiple beds may be designated as being worth more credits to clean than a small single room. Using the shift points method means that if the housekeepers are designated a certain number of credits to clean per shift, rather than a certain number of rooms, the workload may be distributed more evenly). By default the value entered in this field is 0. This means NO room credits may be assigned to the housekeeper AUTOMATICALLY. To use the auto assign feature, housekeepers must have a number of credits entered greater than 0.

When you are finished adding or editing Users, click the Save button to save the changes.

To view any changes made, click the Activity log button in the local tool bar.