The following article explains how to create a custom set of permission for a Clerk in the PMS.
Please note, our team at Roomkey PMS cannot create or modify clerk accounts, including permission changes. Updates will require someone at the hotel with the access to SYSTEM CONFIGURATION -> CLERKS to perform this task
Setting User Permissions
Setting a User's permissions is done from the Permissions tab in the Clerks Module. Proceed to System Configuration > Clerks, and select the user from the list (ensure the black arrow is pointed toward their name).
Proceed to the Permissions tab.
The Permissions tab is split into two sides; Permissions Available, and Permissions Granted. Using the Give and Take buttons, permissions can be moved from one side to another, creating a custom set for a user.
Granting Permissions
By clicking the + icon next to a category (Export/Import, Guest Management, Operations etc...), the category will expand and display all permission associated with it.
To grant a permission:
- Click the + icon to expand the category (Export/Import, Guest Management, Operations etc...)
- Select the permission from the right side
- Click Give (repeat steps 2 & 3 for all desired permissions in that category)
- Click Post to save
NOTE: The PMS does have several "Reverse Permissions". When a reverse permission is granted, it will prevent a user from performing a task. For example, under Reservation Management there is permission 1537 - Disallow Reversals / Adjustments / Moves. When this permission is granted to a user, it will prevent them from performing reversals, adjustments, and moves on a transaction posting.
For more information please see the Clerk Permissions List help guide
Removing Permissions
To remove a permission:
- Click the + icon to expand the category (Export/Import, Guest Management, Operations etc...)
- Select the permission from the left side
- Click Take (repeat steps 2 & 3 for all desired permissions in that category)
- Click Post to save
Copying Permissions
It is possible to copy and paste a set of permissions from one user to another, as long as they have the same Main User Role (Owner, Clerk, or Accountant). For example, an Owner's permissions could not be copied to a Clerk, or Accountant, or vice-versa. However, a Clerk's permissions can be copied to another Clerk, or an Owner's to another Owner, etc...
To Copy permissions from one user to another:
- Select the user with the permissions to be copied, right click on their name and select Copy
- To Paste the permissions, select the desired user, right click on their name and select Paste
