The following is a list of all the permissions and their functions in the PMS. Using the Permissions tab of the Clerks Module, these permissions can be Granted or Revoked to create a custom set of permissions for each user of the PMS.
Table of Contents
Permissions Overview
The following list of PMS Permissions is grouped by category (Guest Management, Operations, System Configuration etc.). Within each category, the Permissions are identified by their application to either the Property overall or to the following Main User Roles: Owner, Clerk or Accountant.
Property permissions can be found under System Configuration > Property > Permissions tab. These permissions turn the features on or off for the property overall, and the availability of some Main User Role permissions are dependent on this setting. It is recommended that you customize the Property permissions first, then customize the permissions for the Clerk ID permissions.
In relation to the Main User Roles, the permissions are indicated as either:
- E = Enabled by Default (when the corresponding user role is selected)
- D = Disabled by Default (when the corresponding user role is selected)
- NA = Not Available to that user role
Permissions in grey are no longer valid, and can be ignored. Granting or Revoking them will have no effect on the user, as the permissions are defunct.
Export/Import
| Permission Name | Code | Description | Property | Owner | Clerk | Acct |
|---|---|---|---|---|---|---|
| AccPac Export | 1533 | Gives access to the AccPac accounting export file in the Export/Import menu | E | D | D | D |
| Acomba Export | 668 | Gives access to the Acomba accounting export file in the Export/Import menu | E | D | D | D |
| Areoplan Export | 1548 | Gives access to the Areoplan accounting export file in the Export/Import menu | E | D | D | D |
| Export to PropSoft | 660 | Gives access to the PropSoft accounting export file in the Export/Import menu | E | E | NA | NA |
| Export to QuickBook | 661 | Option to export Accounting IIF Files to be imported to Quickbooks | NA | D | D | D |
| Force Regrets and Denials | 1568 | Forces user to provide either a denial, or regret reason when closing out of a reservation without completing it | E | D | D | D |
| Great Plains | 662 | Gives access to the Great Plains accounting export file in the Export/Import menu | E | D | D | D |
| Guest Driven Interface | 1560 | Gives access to the Guest Driven Interface | E | D | D | D |
| Housekeeping Scheduler | 2200 | Gives access to the Housekeeping Scheduler (Housekeeping WEB) tool | E | D | D | D |
| M3 Export | 1558 | Gives access to the M3 Export accounting export tool | NA | D | D | D |
| Market Metrix Interface | 1567 | Gives access to the Market Metrix Interface | NA | D | D | D |
| Medallia Interface | 1559 | Gives access to the Medallia accounting export file in the Export/Import menu | NA | D | D | D |
| MYOB Export | 1563 | Gives access to the MYOB accounting export file in the Export/Import menu | NA | D | D | D |
| Owner Direct | 663 | Gives access to the Owner Direct accounting export file in the Export/Import menu | NA | E | NA | NA |
| Owner Relations | 1539 | Gives access to the Owner Relations accounting export file in the Export/Import menu | NA | D | D | D |
| PDI/RMS Export | 1545 | Gives access to the PDI/RMS accounting export file in the Export/Import menu | NA | D | D | D |
| Peach Tree | 666 | Gives access to the Peach Tree accounting export file in the Export/Import menu | NA | D | D | D |
| Sage/Simply Accounting Export | 659 | Gives access to the Sage accounting export file in the Export/Import menu | NA | D | D | D |
| Simply Accounting | 665 | Gives access to the Simply accounting export file in the Export/Import menu | NA | NA | D | D |
| TACS | 664 | Gives access to the TACS accounting export file in the Export/Import menu | NA | E | NA | NA |
| Timberline Export | 669 | Gives access to the Timberline accounting export file in the Export/Import menu | NA | D | D | D |
| Transactions Export | 667 | Gives access to the Transactions export file in the Export/Import menu | NA | E | NA | NA |
| Voila Interface | 1569 | Gives access to the Voila Interface | NA | D | D | D |
Guest Management
| Permission Name | Code | Description | Property | Owner | Clerk | Acct |
|---|---|---|---|---|---|---|
| Allow Check In to a Clean Room | 2002 | Allows user to check reservations in to clean rooms | NA | E | E | NA |
| Allow Check In to a Dirty Room | 2000 | Allows user to check reservations in to dirty rooms | NA | E | E | NA |
| Allow Delete Credit Card | 3000 | Allows user to delete credit card information | NA | E | E | NA |
| Allow Room Move to a Clean Room | 2003 | Allows user to move in-house reservations to clean rooms | NA | E | E | NA |
| Allow Room Move to a Dirty Room | 2001 | Allows user to move in-house reservations to dirty rooms | NA | E | E | NA |
| Change Stay | 140 | Allows user to use the “Change Res” button to alter a guest reservation | E | E | E | NA |
| Check In | 120 | Allows user to check in a reservation | E | E | E | NA |
| Check Out | 130 | Allows user to check out a reservation | E | E | E | NA |
| Folio Summary | 160 | No longer valid – please ignore | ||||
| Folio View | 150 | Allows user to view the Guest Folio via the Guest Folio tab | E | E | E | NA |
| Guest Note | 190 | No longer valid – please ignore | ||||
| Multiple Folios | 151 | No longer valid – please ignore | ||||
| Override Fixed Charge Amounts | 171 | This permission allows the user to override the fixed charge amount when posting to a Transaction Code, if a fixed charge amount is setup | E | E | E | E |
| Posting Charges | 170 | Allows user to post charges on Guest Folio | E | E | E | NA |
| Posting Payments and Deposits | 180 | Allows user to post payments and deposits on guest folios | E | E | E | NA |
| Walk In | 110 | Allows user to create a walk-in reservation | E | E | E | NA |
Operations
| Permission Name | Code | Description | Property | Owner | Clerk | Acct |
|---|---|---|---|---|---|---|
| Allow View/Edit Tasks by Other Users | 1553 | Allows the user to View & Edit Tasks created by others under Operations -> Message Center | E | D | D | D |
| Assigned Payments | 1556 | No longer valid – please ignore | ||||
| Authorizing Checkin Trans | 1521 | Grants access to Transactions -> Authorized Transactions | E | D | D | D |
| City Ledger | 640 | Allows access to Operations -> City Ledger | E | E | D | E |
| Corporate | 602 | Allows access to Operations -> Corporate | E | E | NA | NA |
| Direct Mailing Manager | 607 | Allows access to Operations -> Guest Profile -> Export | E | E | NA | NA |
| Disallow City Ledger Attach to Corp/WS | 1566 | Prevents user from creating/attaching City Ledger Accounts to Corporate and Wholesaler Accounts in their respective Modules | NA | E | E | E |
| eRes Configuration | 1544 | Allows user access to configure eRes 2.0 Booking Engine | E | D | D | D |
| General Maintenance | 655 | Allows access to Operations -> General Maintenance | E | E | E | E |
| Groups Tours Conventions | 630 | Allows access to Operations -> Groups | E | E | E | NA |
| Guest Profile | 603 | Allows access to Operations -> Guest Profile | E | E | E | NA |
| Guest Profile Merging | 1522 | Allows access to the Guest Profile Merging function under the Operations -> Guest Profile -> Merge Profiles | E | E | NA | NA |
| Guest Services | 605 | Allows access to System Configuration -> Guest Services | E | E | NA | NA |
| HOA Access | 1520 | Grants access to Home Owner Accounting module | E | D | D | D |
| Housekeeping | 600 | Allows access Operations -> Housekeeping | E | E | D | NA |
| ID Scanner | 1564 | Allows user access to use the ID Scanner Interface | E | D | D | D |
| Inventory Calendar | 604 | Allows access to Operations -> Inventory Calendar (F12 key) | E | E | E | NA |
| Invoice Billing Summary | 1561 | No longer valid – please ignore | ||||
| KABA Access Code Interface | 1543 | Grants access to the KABA Access Code Interface | E | D | D | D |
| KABA Key Card Interface | 671 | Grants access to the KABA Key Card Interface | E | D | D | D |
| KABA Module | 670 | E | D | D | D | |
| Live Chat | 1552 | Grants access to RoomKey Live Chat (User Support Feature) | E | D | D | D |
| Log | 690 | Allows access to Operations -> Activity Log | E | E | NA | NA |
| MIWA Key Card Interface | 1549 | Allows user access to the MIWA Key Card Interface | E | D | D | D |
| Mobile Keys | 5062 | Allows user access to the MOBILE Keys Interface | E | D | D | D |
| Multiple Property Access | 610 | Allows user access multiple properties within a particular chain or under a property management company | D | E | D | NA |
| Onity Key Card Interface | 673 | Grants access to Onity Key Card Interface | E | D | D | D |
| Online Availability | 620 | Allows availability to be viewed on eRes Online Booking Engine | E | E | NA | NA |
| Penny Rounding (Nearest 0.05) | 1557 | Rounds payments up/down to the nearest $0.05 | E | D | D | D |
| Penny Rounding (Nearest 0.25) | 1565 | Rounds payments up/down to the nearest $0.25 | E | D | D | D |
| Property Status | 609 | Allows access to Operations -> Property Dashboard | E | E | NA | NA |
| Purge Guest Personal Information | 1555 | Allows user to permanently erase and remove data (guest information) from the system. PLEASE NOTE: Purging cannot be reversed once performed, once the personal information is purged, it is removed from the RoomKey Database | NA | D | D | D |
| Report Wizard | 611 | Allows access to Reports -> Report Wizard | E | E | D | D |
| Restricted Payments | 1536 | NOTE: This is a reverse permission. When given, this permission prevents the user from changing the amount in the payment screen | E | D | D | D |
| Room Assignment | 650 | Allows access to Operations -> Room Assignment (F11 Key) | E | E | E | NA |
| Room Maintenance | 656 | Allows access to Operations -> Room Maintenance | E | E | E | E |
| RSIInterfaceControl Key Card Interface | 675 | Allows access to the Key Card Interface via RSIInterfaceControl (Comtrol) | E | D | D | D |
| Salto Key Card Interface | 674 | Grants access to Salto Key Card Interface | E | D | D | D |
| Select City Account at Check Out | 1528 | Allows the user the ability to select the specific city ledger account at the time of check out for a reservation that does not have a city ledger account previously attached | NA | D | NA | NA |
| Set Required Fields | 1547 | Allows user access to System Configuration -> Required Fields | E | D | D | D |
| Sundries Sales | 606 | Allows access to Operations -> Sundry Sales | E | E | E | NA |
| TA Cheque Writer | 1517 | Grants access to the cheque writer function through the Travel Agent module | E | D | D | D |
| Tag Manager | 2080 | Enables the Tag Manager module. Unifying Tags can be added to Groups, Corporate & Wholesaler Accounts so that production across all three can be tracked together using the Occupancy & Revenue Actual - Transient Vs Group Report | D | E | E | NA |
| Travel Agent | 601 | Allows access Operations -> Travel Agent | E | E | NA | NA |
| Verify Calendar | 1525 | Allows access to Operations -> Verify Calendar (Recounts and refreshes Room Inventory) | E | D | NA | NA |
| Ving Card Interface | 672 | Grants access to the Ving Key Card Interface | E | D | E | D |
| Virtual Accounts (Posting Folios) | 608 | Allows access to Operations -> Posting Folios | E | E | D | NA |
| Wholesaler | 680 | Allows access to Operations -> Wholesaler | E | E | D | NA |
System Configuration
| Permission Name | Code | Permission Description | Property | Owner | Clerk | Acct |
|---|---|---|---|---|---|---|
| Bulk Rates | 804 | No longer valid - please ignore | ||||
| CC Card Swipe | 802 | Allows the User to be able to swipe a Credit Card within the Post Payment box of RoomKey as opposed to manually keying in the card number. | E | D | D | D |
| Clerks | 825 | Allows access to System Configuration -> Clerks | E | E | NA | NA |
| Client Type - Standard Set | 890 | Allows access to System Configuration -> Client Types | E | E | NA | NA |
| Client Type – User Defined | 891 | NOTE: This is a reverse permission. Giving this permission prevents the user from selecting a Room Charge Transaction Code in a guest reservation. If Permission 890 is given at the same time it will override this permission. | E | E | NA | NA |
| Email Administrator | 896 | No longer valid - please ignore | ||||
| eRes Premium | 1554 | This permission allows users access to the features in RoomKey associated with the eRes Online Booking Engine | E | D | D | D |
| Full Access | 800 | No longer valid - please ignore | ||||
| GDS Linking Tables | 2110 | Allows user to send rate and availability resyncs to the GDS from the Rate Wizard | NA | D | D | D |
| Housekeeping Scheduler | 2200 | Allows access to the Housekeeping mobile app from RoomKey | NA | D | D | D |
| Inventory Control | 390 | Allows access to System Configuration -> Room Inventory | E | E | E | NA |
| Mobile | 2310 | Allows access to System Configuration -> Mobile | E | E | D | D |
| Online Processing (batch overriding) | 1529 | Allows access to Transactions -> Unprocessed Credit Card Transactions | E | E | E | NA |
| Overbooking Limits | 2300 | Allows access to System Configuration -> Overbooking Limits module | E | E | E | NA |
| Override CC Processing | 1542 | Allows user to bypass credit card interface by selecting "Disable On-line Processing" | E | D | D | D |
| Packages & Inclusions | 895 | Allows access to System Configuration -> Packages & Inclusions | E | E | NA | NA |
| Policy | 805 | Allows access to System Configuration -> Policy | E | E | NA | NA |
| Property - Change - Amenities | 873 | Allows access to System Configuration -> Property -> Amenities | E | E | NA | NA |
| Property - Change - Contact Details | 871 | Allows access some information under System Configuration -> Property -> General Tab | E | E | NA | NA |
| Property – Change – Location Details | 870 | No longer valid - please ignore | ||||
| Property - Change - Preferences | 872 | Allows access System Configuration -> Property -> Contacts/Preferences Tab | E | E | NA | NA |
| Property Market Segments - Disallow Access | 2021 | Prevents user from editing the list of Market Segments | NA | D | D | NA |
| Property MinStay - Disallow Access | 2019 | Prevents user from editing the property's overall Minimum Stay in the MinStay tab of the Property Module | NA | D | D | NA |
| Property Rate Categories - Disallow Access | 2020 | Prevents user from editing the list of Rate Categories | NA | D | D | NA |
| Rate Tables - Groups | 811 | No longer valid - please ignore | ||||
| Rate Tables - Long Term Stays | 812 | No longer valid - please ignore | ||||
| Rate Tables - User Defined | 810 | Allows access to System Configuration -> Rates | E | E | NA | NA |
| Rate Wizard - Disallow Close to Arrival | 2013 | Prevents user from setting Close to Arrival restrictions on rate plans in the Rate Wizard | NA | D | D | NA |
| Rate Wizard - Disallow Create Rate Plan | 2017 | Prevents user from creating a new rate plan in the Rate Wizard | NA | D | D | NA |
| Rate Wizard - Disallow Edit Rate Plan | 2018 | Prevents user from editing an existing rate plan in the Rate Wizard | NA | D | D | NA |
| Rate Wizard - Disallow Lock the Grid | 2011 | Prevents user from unlocking the rate grid in the Rate Wizard | NA | D | D | NA |
| Rate Wizard - Disallow LOS | 2015 | Prevents user from setting Length of Stay restrictions on a rate plan in the Rate Wizard | NA | D | D | NA |
| Rate Wizard - Disallow NTS | 2016 | Prevents user from setting Number To Sell restrictions on a rate plan in the Rate Wizard | NA | D | D | NA |
| Rate Wizard - Disallow Open Close | 2014 | Prevents user from opening a closed rate in the Rate Wizard | NA | D | D | NA |
| Rate Wizard - Disallow Rate Tiering | 2010 | Prevents user from tiering rates in the Rate Wizard | NA | D | D | NA |
| Rate Wizard - Disallow Update Rate Amount | 2012 | Prevents user from updating rate values on Rate Plans in the Rate Wizard | NA | D | D | NA |
| Rate Wizard - RMS Rate Settings | 2150 | Property Permission - Settings required for RMS iDeas integration - Able to identify if it is a Base Rate | D | D | D | D |
| Requests | 801 | No longer vaild - please ignore | ||||
| Room Numbers | 830 | Allows access to System Configuration -> Rooms Numbers | E | E | NA | NA |
| Room Numbers - Many in Room Type | 831 | No longer valid - please ignore | ||||
| Room Numbers - Amenities | 832 | Allows access to System Configuration -> Room Inventory -> Room Amenities tab | E | E | NA | NA |
| Room Numbers - Out of Order | 833 | Allows access to System Configuration -> Rooms -> Out of Order tab | E | E | NA | NA |
| Room Types | 840 | Allows access to System Configuration -> Room Inventory | E | E | NA | NA |
| Services – Cancel All No Shows | 860 | Allows access to the ability to cancel all no shows (instead of manually canceling each reservation one at a time) | E | E | D | NA |
| Services – Clear Ghost Reservations | 861 | No longer valid - please ignore | ||||
| Set Custom Guest Fields | 1535 | Allows user access to System Configuration -> Set up Custom Fields | E | D | D | D |
| Sources of Business - Standard Set | 880 | Allows access to System Configuration -> Property -> Source of Business Tab | E | E | NA | NA |
| Source of Business – User Defined | 881 | No longer valid - please ignore | ||||
| Taxes - Set up | 820 | No longer valid - please ignore | ||||
| Transaction Codes - Delete GL Account | 853 | This permission allows the user to delete General Ledger Accounts that are attached to a Transaction Code | NA | D | NA | NA |
| Transaction Codes - Standard Set | 850 | Allows access to System Configuration -> Transaction Codes | E | E | NA | E |
| Transaction Codes – User Defined | 851 | No longer valid - please ignore | ||||
| Transaction Codes – User Defined CR and DR accounts | 852 | No longer valid - please ignore | ||||
| Upselling | 5060 | Allows access to System Configuration -> Upselling | E | E | D | D |
Reservation Management
| Permission Name | Code | Permission Description | Property | Owner | Clerk | Acct |
|---|---|---|---|---|---|---|
| Automatic No Show – Selection | 310 | No longer valid – please ignore | ||||
| Automatic No Show - Cancellation | 311 | No longer valid – please ignore | ||||
| Cancel All No Show Reservations | 324 | Allows user to right-click in the No-Shows screen and select Cancel All NoShows immediately without charging a fee or settling balances on the guest folios. | NA | D | D | D |
| Cancel Reservation | 321 | Allows user to cancel a reservation using the Cancel Button (under Arrivals, Reservations & No Shows) or via Reservations menu -> Cancel | E | E | E | NA |
| Change Reservation | 320 | Allows user to change a reservation using the Change Res button (under Arrivals & No Shows) or via Reservations menu -> Change Res | E | E | E | NA |
| Checkout / Transfer charge to House Account | 2140 | Allows user to check out a reservation and transfer their balance to a City Ledger Account (usually designated to be used for clients that did not pay their bill upon check out and will pay at a later time) | D | D | D | D |
| Disallow Cash Reversals/Adjustments | 2122 | NOTE: This is a reverse permission. Giving this permission means the user will not be allowed to make any reversals, adjustments or moves on cash transactions. | NA | D | D | NA |
| Disallow Reversals/Adjustments/Moves | 1537 | NOTE: This is a reverse permission. Giving this permission means the user will not be allowed to make any transaction reversals, adjustments or moves. | NA | D | D | D |
| Display Restricted Rates | 2120 | Displays rates with LOS/CTA restrictions in the booking window | D | NA | NA | NA |
| Do Not Allow Photo ID Deletion | 3151 | NOTE: This is a reverse permission. Giving this permission means the user will not be allowed to delete the Photo ID attached to in-house guests | NA | D | NA | NA |
| Do not Show Corporate/Wholesale/Group Address Auto-fill | 2130 | Removes the permission to autofill contact information from Corporate/Wholesale/Group | NA | D | D | NA |
| Do not show Credit Card Number | 1541 | NOTE: This is a reverse permission. Giving this permission means that the user will not be able to see a guest’s credit card number | NA | D | D | D |
| Do Not Show the Hide Rate Indicator | 2050 | Prevents a user from seeing the "Hide Rate" indicator when Hide Rate is enabled on either a Client Type or a Rate Plan | D | NA | NA | NA |
| Eviction Management | 1530 | No longer valid – please ignore | ||||
| Force Search | 2090 | Forces a Guest Profile Search on the Guest Info tab of a reservation when making a new reservation or walk-in | D | NA | NA | NA |
| Guarantee Override | 343 | Allows user to override "Guarantee". If user does not have this permission and they attempt to remove the checkmark next to "Guarantee" then a box will appear asking for a login & password for a user who does have this permission | NA | E | NA | NA |
| Long Term Stays | 360 | No longer valid – please ignore | ||||
| Make reservation with zero people | 1562 | This permission allows the user to create a reservation when the number of persons is 0 | E | E | E | NA |
| Manual Rate Override | 344 | Allows user to enter a manual rate | NA | E | E | E |
| New Reservation | 322 | Allows user to create a new reservation using the New Res button or via Reservations menu -> New Res. | E | E | E | NA |
| Overbooking | 340 | Allows an agent to overbook, however, they must check the "Enable Overbook" box or a warning will appear notifying agent of overbooking situation. NOTE: if user has neither permission (340 or 341), and they click the "Enable Overbook" box a Login & Password screen will appear. Only a user with one of these permissions can enter their login so that the user may overbook. | E | E | E | NA |
| Overbooking – no warning | 341 | Allows an agent to overbook a room (enable override is automatically checked) and no warning will appear when overbooking. NOTE: if user has neither permission (340 or 341), and they click the "Enable Overbook" box a Login & Password screen will appear. Only a user with one of these permissions can enter their login so that the user may overbook. | D | D | D | NA |
| Overbooking Inventory Indicator(Off) | 339 | NOTE: this is a reverse permission. Giving this permission means the user will no longer see the inventory indicator change colour when the user makes a reservation using overbooking limits. | D | D | D | NA |
| Override Rate Restriction | 2121 | Allows user to override LOS/CTA restrictions in the booking window. | NA | D | D | NA |
| Packages | 350 | No longer valid – please ignore | ||||
| Pre Assignment Calendar | 380 | No longer valid – please ignore | ||||
| Process Early Departure | 1532 | No longer valid – please ignore | ||||
| Process Late Payment Fees | 1534 | No longer valid – please ignore | ||||
| Process Skip | 1531 | No longer valid – please ignore | ||||
| Rate Override | 342 | Allows user to use the “Enable Rate Overriding” feature | NA | E | D | D |
| Reinstate Reservation | 323 | Allows user to reinstate a cancelled reservation via the Reinstate button or via Reservations menu -> Reinstate | E | E | E | NA |
| Reservation Note | 330 | No longer valid – please ignore | ||||
| Route by Amount | 1546 | Allows for a specific dollar amount of a posting to be split and transferred upon check out. Please consult RoomKey Support before using this function | E | D | D | D |
| Set Do Not Rent | 1538 | Allows user to set a "Do Not Rent" status on a Guest Profile under System Configuration -> Guest Profile | NA | D | D | D |
| Tax Override on Res | 1540 | Allows user to “enable no tax transaction” in a guest reservation. | NA | D | D | D |
Reporting Permissions
| Permission Name | Code | Permission Description | Property | Owner | Clerk | Acct |
|---|---|---|---|---|---|---|
| Access to All Reports | 900 | Gives the user access to all reports in the reports menu, unless a specific report section permission has been removed. | E | E | NA | NA |
| Arrivals | 920 | Gives the user access to the Arrivals report section. If this permission is removed from the Property, the Arrivals report section will be removed for all users. | E | E | E | E |
| Audit | 1501 | Gives the user access to the Audits report section. If this permission is removed from the Property, the Audits report section will be removed for all users. | E | E | D | D |
| Cashier | 1504 | Gives the user access to the Cashier report section. If this permission is removed from the Property, the Cashier report section will be removed for all users. | E | E | E | E |
| Cashier Reporting | 1000 | Gives the user access to the Cashier report section. If this permission is removed from the Property, the Cashier report section will be removed for all users. | E | E | D | E |
| CC Processing: Transactions | 1511 | Gives the user access to the report found in Reports -> Online Processing -> Credit Card Transactions | NA | E | D | NA |
| Chain Occupancy | 1512 | FOR CHAINED PROPERTIES ONLY: This permission allows the user to access this occupancy for 2 or more properties that combine occupancy statistics for reporting purposes. | E | D | D | D |
| Checked Out | 950 | Gives the user access to the report found in Reports -> Occupancy -> Checked Out. If this permission is removed from the Property, the Checked Out report will be removed for all users. | E | E | E | E |
| Comparative Analysis | 1060 | No longer valid – please ignore | ||||
| Credit Cards | 901 | Gives the user access to the report found in Reports -> Deposit Management -> CC Payment Type Reservations Report. | E | E | NA | NA |
| Custom Reports | 902 | No longer valid – please ignore | ||||
| Custom Reports | 1505 | If you have custom reports in your RoomKey, this function will give you access to those reports | E | E | D | D |
| Daily Op Report Settings | 1518 | Gives the user access to customize the transaction code groupings that appear on the Daily Operating Report using the Tran Code Set Up tool (found in Reports -> Statistics -> Daily Operation Report -> Tran Code Set Up. If this permission is removed from the Property, this tool will be removed for all users. | E | E | D | D |
| Departures | 930 | Gives the user access to the Departures report section. If this permission is removed from the Property, the Departures report section will be removed for all users. | E | E | E | E |
| Deposit Management | 1508 | Gives the user access to the Deposit Management report section. If this permission is removed from the Property, the Deposit Management report section will be removed for all users. | E | E | E | NA |
| Financial | 1502 | Gives the user access to the Financial report section. If this permission is removed from the Property, the Financial report section will be removed for all users. | E | E | NA | D |
| Folio Transactions | 970 | Gives the user access to the Journal Entry report. If this permission is removed from the Property, the Journal Entry report will be removed for all users. | E | E | NA | E |
| Forecast | 1507 | Gives the user access to the Forecast report section. If this permission is removed from the Property, the Forecast report section will be removed for all users. | E | E | E | NA |
| Group Tours Conventions – GTC Listing | 1070 | No longer valid – please ignore | ||||
| Guest Confirmation | 1020 | Gives the user access to the reservation confirmation letter using the Confirmation button . If this permission is removed from the Property, the Confirmation button will be removed for all users. | E | E | E | NA |
| Guest Folio | 960 | Gives the user access to the guest folio using the Guest Folio button . If this permission is removed from the Property, the Guest Folio button will be removed for all users. | E | E | E | E |
| Guest Registration Card | 1030 | Gives the user access to the guest registration card using the Reg Card button . If this permission is removed from the Property, the Reg Card button will be removed for all users. | E | E | E | NA |
| Guest Reservation | 1010 | Gives the user access to start a new reservation using the New Res button. If this permission is removed from the Property, the New Res button will be removed for all users. | E | E | E | NA |
| In House | 940 | Gives the user access to the Occupancy -> In-House report section. If this permission is removed from the Property, the Occupancy -> In-House report section will be removed for all users. | E | E | E | E |
| Journal Entry | 990 | Allows the user to the Journal Entry report (found in Reports -> Financial -> Journal Entry). If this permission is removed from the Property, this report will be removed for all users. | E | E | NA | E |
| Occupancy | 1040 | Gives the user access to the Occupancy report section. If this permission is removed from the Property, the Occupancy report section will be removed for all users. | E | E | NA | E |
| Occupancy | 1500 | Gives the user access to the Occupancy report section. If this permission is removed from the Property, the Occupancy report section will be removed for all users. | E | E | E | E |
| Online CC Processing | 1509 | Gives the user access to the On-line Processing report section. If this permission is removed from the Property, the On-line Processing report section will be removed for all users. | E | E | E | NA |
| Payment Reconciliation Report | 2400 | No longer valid – please ignore | ||||
| Payment Reconciliation Report (Match) | 2401 | No longer valid – please ignore | ||||
| Report Wizards | 1510 | Allows access to the Report Wizard tool (found in Reports -> Report Wizard) | E | E | E | NA |
| Reservations | 910 | Gives the user access to the Reservations report section. If this permission is removed from the Property, the Reservations report section will be removed for all users. | E | E | NA | E |
| Reservations | 1506 | Gives the user access to the Reservations report section. If this permission is removed from the Property, the Reservations report section will be removed for all users. | E | E | E | E |
| Revenue Projections | 1050 | No longer valid – please ignore | ||||
| Room Audit | 1120 | Gives the user access to the report found in Reports -> Audit -> Room Audit. If this permission is removed from the Property, this report will be removed for all users. | E | E | NA | E |
| Room Revenue Actual Report | 1524 | Gives the user access to the report found in Reports -> Statistics -> Room Occupancy & Revenue. If this permission is removed from the Property, this report will be removed for all users. | E | E | E | NA |
| Statistics | 1503 | Gives the user access to the Statistics report section. If this permission is removed from the Property, the Statistics report section will be removed for all users. | E | E | D | D |
| Stats – Area Rates | 1110 | No longer valid – please ignore | ||||
| Stats – Room Rates | 1100 | Gives the user access to the report found in Reports -> Statistics -> Revenue by Room. If this permission is removed from the Property, this report will be removed for all users. | E | E | NA | E |
| Transaction Register Balance | 980 | Gives the user access to the Transaction Register Balance (TRB) report. If this permission is removed from the Property, this report will be removed for all users. | E | E | D | E |
| Travel Agents – Commissions | 1081 | No longer valid – please ignore | ||||
| Travel Agents - Listing | 1080 | No longer valid – please ignore | ||||
| Wholesaler - Listing | 1090 | No longer valid – please ignore |
Reservation Selection Permissions
| Permission Name | Code | Permission Description | Property | Owner | Clerk | Acct |
|---|---|---|---|---|---|---|
| Arrivals | 220 | Allows the user to view and select reservations in the Arrivals list in the main RoomKey window | E | E | E | NA |
| Cancelled | 270 | Allows the user to view and select reservations in the Cancelled list in the main RoomKey window | E | E | E | NA |
| Checked Out | 250 | Allows the user to view and select reservations in the Checked Out list in the main RoomKey window | E | E | E | NA |
| Departures | 230 | Allows the user to view and select reservations in the Departures list in the main RoomKey window. | E | E | E | NA |
| Guest Photo | 1516 | Activates the "View Guest Photo" option in the "Guest Profile" screen based on images captured using an ID Scanner | E | D | D | D |
| In House | 210 | Allows the user to view and select reservations in the In House list in the main RoomKey window | E | E | E | NA |
| No Shows | 260 | Allows the user to view and select reservations in the No-Shows list in the main RoomKey Window | E | E | E | NA |
| Reservations | 240 | Allows the user to view and select reservations in the Reservations list in the main RoomKey window | E | E | E | NA |
| Wait List | 1519 | Allows the user to view and select reservations in the Wait List in the main RoomKey window | E | E | E | NA |
RoomKeyPMS Payments/Stripe
The following permissions are only applicable to properties using RoomKeyPAYMENTS powered by Fullsteam (RKPay) or the Stripe payment processor.
| Permission Name | Code | Permission Description | Property | Owner | Clerk | Acct |
|---|---|---|---|---|---|---|
| Allow Negative Post Payments | 5032 | Allows the user to enter a negative amount when using the Post Payment button. | NA | D | D | D |
| Cancel Refund (RKPay ONLY) | 4035 | Allows the user to cancel a refund in the processor portal (RoomKeyPAYMENTS only) | NA | D | D | D |
| CC Capture Form (RKPay ONLY) | 5051 | When this Property permission is enabled, all users are given the ability to send CC capture forms to guests | D | NA | NA | NA |
| Deposit/Payout Reconciliation Report | 5030 | Gives the user access to the Deposit Reconciliation Report (RoomKeyPAYMENTS) or the Payout Reconciliation Report (Stripe) | NA | E | E | E |
| Gift Cards - Activate/Add Value (RKPay - Valutec/eCard) | 5037 | Allows the user to activate and add value to gift cards in the Gift Cards module. | NA | D | D | D |
| Gift Cards - Create Digital Cards (RKPay - Valutec ONLY) | 5039 | Allows the user to create Valutec digital gift cards in the Gift Cards module. | NA | D | D | D |
| Gift Cards - Deactivate/Cashout (RKPay - Valutec/eCard) | 5038 | Allows the user to deactivate or cash-out gift cards in the Gift Cards module. | NA | D | D | D |
| Gift Cards - View Full Gift Card No. (RKPay - Valutec/eCard) | 5041 | Allows the user to view the full gift card number when viewing details in the Gift Cards module. | NA | D | D | D |
| Gift Cards (RKPay - Valutec/eCard) | 5036 | Gives the user access to the Gift Cards module (found in Operations -> Gift Cards) | NA | D | D | D |
| Incremental Authorization | 5031 | Gives the user access to the Incremental Authorization tool (found in Reports -> On-line Processing -> Incremental Authorization) | NA | E | E | D |
| Payment Reconciliation Report | 4080 | Gives the user access to the Payment Reconciliation Report in RoomKeyPMS (found in Reports > On-line Processing) | NA | E | E | D |
| Payment Reconciliation Report (Ignore) | 5020 | Gives the user the ability to perform the Ignore function in the Payment Reconciliation Report | N/A | D | D | D |
| Payment Reconciliation Report (Match) | 5000 | Gives the user the ability to perform a Match (or Smart Match) in the Payment Reconciliation Report | N/A | D | D | D |
| Reporting (RKPay ONLY) | 4040 | Gives the user access to the Reports menu in the processor portal | NA | D | D | D |
| Terminal Management (RKPay ONLY) | 4060 | Gives the user access to the Terminals menu in the processor portal | NA | D | D | D |
| Transaction Search (RKPay ONLY) | 4010 | Gives the user access to the Transaction Search tool in the processor portal | NA | E | E | E |
| Virtual Terminal (RKPay ONLY) | 4050 | Gives the user access to the Virtual Terminal tool in the processor portal | NA | D | D | D |
Travel Agent Permissions
| Permission Name | Code | Permission Description | Property | Owner | Clerk | Acct |
|---|---|---|---|---|---|---|
| Accounting | 430 | No longer valid – please ignore | ||||
| Block Space Allocation | 420 | Allows the user to allocate blocked rooms from inventory for travel agents | E | E | D | NA |
| Bookings | 410 | Allows the user to make reservations attached to specific travel agents | E | E | E | NA |
| Cheque Writer | 440 | Allows the user access to the cheque writer which produces commission cheques for agents | E | E | NA | E |
Wholesaler Permissions
| Permission Name | Code | Permission Description | Property | Owner | Clerk | Acct |
|---|---|---|---|---|---|---|
| Accounting | 470 | No longer valid – please ignore | ||||
| Block Space Allocation | 460 | Allows all users to allocate blocked rooms from inventory for wholesaler accounts | E | NA | NA | NA |
| Bookings | 450 | Allows all users to make reservations attached to a specific wholesaler account | E | NA | NA | NA |
| Cheque Writer | 480 | No longer valid – please ignore |