1. Cloudbeds
  2. Configuration Hub
  3. Property Configuration
  4. User management

Add, edit, or disable users and user's activity log

Juss Reyes
Updated
Purpose Create and manage property users in Cloudbeds PMS.
Best for Property owners and staff responsible for user management.
Use this when You need to add, edit, disable, or remove a user; reset a password; or review user activity.
Requirements A defined role before creating a user. Property Owner access is required to reset another user's password.
Expected result Property users have the appropriate access, account status, and login credentials.

Introduction

Create and manage property users to control staff access to Cloudbeds PMS. This article explains how to add, edit, disable, and remove users, reset user passwords, and review changes in the property's Activity Log.

Review the access requirements and security considerations before selecting the user-management workflow you need.

Table of contents

  Things to know:

  • You can't delete a user from Cloudbeds PMS, however, you may disable a user.
  • The same email address can be registered in different properties, but it cannot be used twice in the same property.
  • If the same email address is registered in different properties, the user will see a Property Switcher in the top right corner.
  • Step-up authentication required. Creating a new user or updating a user's email address, whether at property level or organization level, is a security-sensitive action. You must have been logged in for at least 10 minutes and will be asked to verify with your existing MFA method before the new user can be saved. If the option appears unavailable, wait a few minutes and try again.

Access users

Use the account-level Users settings to open the user-management page.

  1. From the Account Menu, go to the Settings Page and select the Users section.
  2. Select Users.

 Looking for Organization users instead? Review Add or edit organization users.

 Property owners will see an additional option in this Users page: Ownership Transfer. Review Ownership Transfer in the Users page for more information.

User management

Add a new user

 Before creating a new user, make sure to define the corresponding Roles.

  1. Navigate to the Users page and click on the Users tab
  2. Click +Add user

  1. Add the user's Full Name, Email and apply a role
  2. Click Save. After creating a new user with the email provided, the system will automatically send an activation link to this email account for the user to set up a password.

 Each time a new user is added to the property, the property owner will receive an email notifying them that a new user has been created.

  1. After a user has been registered, they should check the mailbox for a Welcome to Cloudbeds email. Once they open the email and click Set Password, they will be redirected to set up a password for Cloudbeds PMS.
  2. The user should enter the password.
  3. Confirm password
  4. Click Confirm. The user is ready to use the system

  • If for some reason the new user hasn't received the activation email, the Property Owner can re-send it on the Users page by clicking on Resend Activation Email.
  • Create a new user for each staff member in the Users page, so you can track all changes made by them and set permissions based on the level of access you believe they should have.

Edit users

 Before editing a user:

  • Note that when critical user information is changed, the system will send an email to the user. If the email address is changed, the system will send confirmation to their old email address.
  • Critical information includes:
    • First Name
    • Last Name
    • Email Address
    • Role
    • Credit Card Viewing Permission
    • 2FA Phone Number
  1. Click on the three dots (⋮) icon next to the user to edit
  2. Click Edit User
  3. Apply the necessary changes
  4. Save

Disable users

 Disable created users when needed. Note that the Property Owner account cannot be disabled.

  • Users who have been deactivated will still appear in user logs. Besides the user's name it will say Inactive.
  • If you added the user email to the System Notification Preferences page, the email will be automatically removed after deactivating the user.
  • It's not possible to delete the user.

To disable the user, switch the toggle next to the user on Users page:

Remove user

You can also remove the user from your property:

  1. Go to AccountAccount Menu.jpg > SettingsSettings icon.png > UsersUsers.png. Find the user, then open the three-dot menu under the Actions column.
  2. Select Remove user. Confirm which action is appropriate: deactivating disables access, while removing permanently deletes the user.

Other options and tools

Reset user's password

Change the account password by user

Users can change their system password while logged in with their user's credentials. Visit Account Access and Login - My Profile to learn how.

Reset any user's password by Property Owner

Property Owners and the Cloudbeds Support Team can reset the system password from the Users page. For example, a Property Owner may reset the password for any user, forcing them to set a new password for security purposes.

 To reset a specific user's password you need to be logged in to Cloudbeds PMS as a Property Owner.

  • It's not possible to reset a password for organization user/owner.
  1. Go to Users page
  2. Click Reset Account Password button next to the specific user

  1. Click Reset to confirm. This will reset the current user's password so it is no longer valid, and the system will send the email with a link to create a new password for the user.

 If the user is logged in to the system while the action is performed, they will be immediately logged out.

User's activity log

  Access to the property's Activity Log is controlled by the View Activity Logs permission under the Property privilege category.

This permission is enabled by default for existing and newly created roles. If it is disabled, users assigned to the role cannot access the property Activity Log or its export options. The Reservation Activity tab inside reservations is also hidden.

Learn more about this permission in Role privileges.

  • Use the Activity Log to review changes made in the property by users and system events.
  • The Activity Log includes tools to search, sort, filter, export, and analyze different types of changes.
  • To export Activity Log results, click Export to and select CSV, Excel, or PDF. You can export the current page or all pages.

Cloudbeds PMS Activity Log with filters, user activity records, and export options.

  The View Activity Logs permission does not control the PIE Activity Log or the Organization Log.

Now that you can manage property users and review their activity, use these resources for adjacent account-access and role-management tasks:

Related to:

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