System Administration

Q. How do I create a new user?

To create a New User, complete the following steps:

  1. Click the “Admin” button 
  2. Click "Users"
  3. Click "New User" at the bottom of the screen
  4. Enter all items marked in red
  5. Click "Add Entitlements" and the ‘Role Picker’ window will appear
  6. Select the appropriate entitlement for the new user in the ‘Roll Picker ‘ window by moving Roles from the ‘Available Roles’ box to the ‘New Roles’ box. A user can be entitled to one or more Roles. 
    For example, a front desk agent may also need to have the role of a night auditor, but you may not want your entire front desk staff entitled with the night auditor role.Click on the appropriate Roles in the ‘Available Roles’ box then click on the ‘ > ’ to move the selections to the ‘New Roles’ box.
    Click on the ‘ >> ‘ to move all Roles to the ‘New Roles’ box.  Similarly, to deselect the Roles for the User and move Roles back to the ‘Available Roles’ box, click on ‘ < ‘ or ‘ <<‘.  
  7. Click "Done"  to exit the ‘Role Picker’ window
  8. Click "Done" at the bottom of the screen to save and exit the user details.

 The New User can retrieve their password as follows:

  1. Go to www.inncenter.com
  2. Enter the ‘Client Code’ and ‘User Name
  3. Click ‘Forgot your password?
  4. The password will be instantly sent to the e-mail address listed for the New User.

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Q. How do I give limited permissions to a new user? or How do I create a new Role?

Different entitlement levels are managed by assigning Roles.  To create a new Role and to assign permissions to the new Role, follow these steps:

  1. Click the "Admin” button
  2. Click “Roles
  3. Click “New Role” at the bottom of the screen
  4. Enter the ‘Role Name
  5. Check the appropriate ‘Standard Functions’ and ‘Special Functions’ that you want associated with the new Role.
  6. Click “Done
  7. To see how to associate the new role with a new user, click here: How do I create a new user?

To change permissions to existing Roles, follow these steps:

  1. Click the "Admin” button
  2. Click “Roles
  3. Click on the Role ‘Name
  4. Check or uncheck the appropriate ‘Standard Functions’ and ‘Special Functions’ to define the Role
  5. Click ‘Done

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Q. How do I change my password or reset a password for another user?

To change your password, follow these steps:

  1. Click on your login name which appears in blue towards the upper left of the screen
  2. Click "Edit" next to 'Password'
  3. Enter current password in "Current Password"
  4. Create a new password and enter it in "New Password"
  5. Enter new password again in “Confirm New Password
  6. Click "Submit"
  7. Click "Done" at the bottom of the screen

To retrieve your password, follow these steps:

  1. Go to www.inncenter.com
  2. Enter ‘Client Code’ and ‘User ID
  3. Click ‘Forgot your password?
  4. The password will be instantly sent to the e-mail address on file for you.

Certain specifically entitled users can reset passwords for other users. To reset a password, follow these steps:

  1. Go to ‘Admin
  2. Click ‘Users
  3. Select the appropriate user
  4. Click ‘Reset

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Q. How do I create a corporate / member account?

Follow these steps to create a corporate/member account:

  1. Click on the “Accounts” icon
  2. Select an ‘Account Type’ from the dropdown menu.  Use the descriptions below as a guide to help you select the Account Type:

    • Corporate / Member Accounts- Use these accounts to track corporate direct-bill accounts. When associated with a reservation, these become available under the ‘Payment Method’ dropdown menu if ‘Pay by Account’ is set to “Yes” or “Auto”.
    • Unit Owners - Use these accounts to track condo owners and to manage their income and expenses.
    • Travel Agent- Use these accounts to track a travel agency related to a reservation. These accounts can be used to track commissions.
    • House Account- Use these accounts to track internal transfers.  Unlike corporate accounts, these do not need a reservation associated with them.  These accounts are useful to track items such as gift shop sales, conference center revenue, lost revenue, etc.
    • Gift Certificate- These accounts are used to track sales and redemption of gift certificates.
    • Requires the ‘Track Gift Certificate Sales/Redemptions’ option to be set at the property level. To set this option, follow these steps:
    1. Go to ‘Setup
    2. Click ‘Properties
    3. Select the property
    4. Click on ‘Options’ tab
    5. In ‘Operations Options’, click on the box next to the option ‘Track GC sales/redemption
    6. Click on ‘Done
  3. Click “New Account” at the bottom of the screen
  4. Enter in the required fields
  5. Click “Save” or “Done” at the bottom of the screen

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