Association Users and Permissions

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If you have few properties in our system and you'd like to have access from one page to different properties - association is exactly what you need.
The association offers different options and features that will be described below.

Please note, if you need to add more users and create them as association users, they will have full access to all functionality in the system, withing all of your properties, as far as there is no permission settings within the association level. Please, refer to FAQ (2) section in the end of this article for a suggested workaround.

If you are interested in the association option for your several myfrontdesk accounts - please contact your Cloudbeds Market Representative or contact our Support team at support@cloudbeds.com.

Association Overview

If several properties are added to one group - they become an association. 

The association admin user is an association admin - they can add association users to a group.

All association users can switch between myfrontdesk accounts within a group as shown in the example below (by clicking the hotel icon in one of the myfrontdesk accounts):

The association has a unique URL which redirects to the manage section as shown in the example below:

  1. Properties: there is a list of myfrontdesk accounts added to the association.
  2. Admin Users: the page where you can add and edit association users.
  3. Reports: page containing different types of production, tax and other reports for the association.
  4. Activity Log: shows the activity of all association users/owner.
  5. Email Delivery Log.
Users and Roles in Association

When we discuss associations, it's very important to understand its roles.
There are 3 main roles.

 Property Owner
  • Can't switch between different properties
  • Shows up in the property's user list
  • Property Owner can't be disabled
  • Only user with access to Credit Card Security page (can grant credit card permissions to other users)

The property owner can't switch from property to property via the association icon. The property owner has to log in as an Association user or Association admin.

 Association Admin

Please note that currently all Association users are created with Association admin rights, so all existing and newly created Association users have admin permissions.
In future releases, we are planning to add abilities to specify which type of association user is being created (admin or regular).

  • Can switch between different accounts
  • Shows up in property's users list but can't be disabled from there
  • Has maximum permissions except for Credit Card Security page access
  • Should be granted permission to view credit card details
  • Can add and edit association users (any info)
  • Can't edit own status, but can edit own First / last name / email
  • Can't edit any info for other Association admins

The association admin and association users will see the switch icon in the associated accounts.

 Association Users
  • Can switch between different accounts
  • Show up in property's user's list but can't be disabled from there
  • Have maximum permissions except for Credit Card Security page access
  • Should be granted permission to view credit card details
  • Can't change the association admin's details
  • can't edit own status , but can edit own First / last name /email .
  • can't add or edit other association users
  • can't add or edit association admins.

Group users are not allowed to authorize Application integrations. The user needs to log in with the myfrontdesk account login details and then connect the needed application.

How to edit associations users information

1. Go to 'Admin Users' tab

2) Click the pencil icon

 

3. Edit the user's information

4. Click 'Save'

How to deactivate an association user

1. Go to 'Admin Users' tab

2) Click the pencil icon

3. Switch the user's status to 'Inactive'

4. Click 'Save'

How to change an association admin's email address

The easiest and best way to transfer ownership of the account is for the current association admin to change the email address in the association page > Settings.

Viewing Credit Card Details for Association Users

1. Property Owner can set his/her own credit card viewing password and grant permission to set credit card password for Association Users/Owner.

2. Association Admin should be granted permission to view credit card details by a property owner of each account within the association.

3. Association User should be granted permission to view credit card details by a property owner of each account within the association

 

System Notification Preferences for Association Users

On the System Notification Preferences page in myfrontdesk, you can configure who (which email address) will receive certain system emails.

Association Users and Admin will also be on the staff list so their email preferences will be customizable.

FAQ
1. Is it possible to upgrade a property user to an association user/admin?

No, each unique email address can only be used to create 1 myfrontdesk/association user. However, if the user uses an email address from the following free providers:

  • Google (includes corporate addresses)
  • Hotmail
  • Outlook

They can add an extension to their email by adding a "+ (number)" to the username.

Example: test@gmail.com >> test+1@gmail.com

Our system will recognize 'test+1@gmail.com' as a new email address and will allow you to create the Association user. Any email that is sent to the address that contains the extension, will be received by the original email address.

This workaround is not possible for email addresses from the following providers:

  • Microsoft Office365
  • Yahoo
2. Can we restrict association users/admins adding new users?

At the moment it is not possible to edit permissions on association user/admin levels. In order to manage user's permissions, they need to be removed from the association to be treated like conventional users:

1. Remove the user from the association users

2. Create a user in each account with the "+propertyname" email

Follow instructions from the following article listed in Workaround I in order to create a user.

Have more questions? Contact Support

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