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User Management

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Universal Search Term: To locate this page quickly, search for Users.

Location: Setup – Solution – Users

Required Setup: To view this page, you must have the General Manager role or a Custom role that includes the Solution permission.

Scope: This feature is available for Kigo Plan 2 and above.

About the User Management Page

The User Management page allows you to view and make changes to existing Kigo user accounts. You can also create new user accounts from here.

User Management Page

The top section of this page includes a variety of search filters that you can use to help find the user that you want to work with. The lower section of the page lists users. The most recently added or modified user accounts appear first. Up to 12 user account records can appear at a time. If there are more than 12 results, you can use the links at the bottom of the page to view more results.

Some common actions that you can perform include:

  • Adding a new employee user account
  • Modifying an existing employee user account
  • Restricting access for previous employees
  • Resetting passwords

Field Definitions

Search Filters

Use the search filters at the top of the User Management page to find the existing user accounts that you want to work with. You can use any or all of the following options to locate a specific user account:

  • User Name: Enter part or all of the user name associated with the user account. In most cases, the User Name is the user's e-mail address.
  • Display Name: Enter part or all of the user's Display Name that is appears in the upper-right corner of Kigo.
  • E-mail Address: Enter part or all of the e-mail address that is associated with the user account.
  • Status: Click the drop-down arrow to choose a specific account status. You can choose from the following options:
    • [-ALL-ACTIVE-]: This option only returns user accounts that are currently active and available for signing on to Kigo. This option is selected by default.
    • [-ALL-]: This option returns all active and inactive user accounts.
    • Active: This option only returns user accounts that are currently active and available for signing on to Kigo.
    • Inactive: This option only returns currently inactive user accounts. These users cannot access Kigo.

Once you've entered the search criteria, click the Search button to update the user list. If you want to return to the default view, click the Clear link.

(User List)

This list shows user records, based on the search criteria entered. The most recently added or modified user accounts appear first.

  • ID: This is a unique record identification number, preceded by a small, round status indicator. Active user accounts show a green indicator, while inactive user accounts show a red indicator.
  • User Name: This is the user's sign on name. Typically, this is the user's e-mail address.
  • Display Name: Kigo uses the display name to identify the user. This is the name used in history, change logs, and in e-mail correspondence. The display name also appears on the header to signify which user is signed on.
  • E-mail: This is the user's e-mail address.
  • Role: This is the security role assigned to the user, which defines the actions and rights allowed by the user. Possible options include:
    • General Manager
    • Marketing Manager
    • Bookkeeper
    • Booking Manager
    • Booking Agent
    • Front Desk
    • Maintenance Staff
    • Custom

User Page

This page opens any time you create or modify a user record.

  • E-mail/User Name: This is the e-mail address of the user. The welcome e-mail message is sent to this address. This must be a valid e-mail address, between 5-50 characters. You cannot use the same e-mail address for multiple users. This field must be unique for each user.

    If you have selected the Use current user e-mail address instead of notifications address option on the CRM Setup page, then customer correspondence uses this e-mail address. In this situation, we recommend using a corporate e-mail address instead of the user's personal e-mail address.

  • Display Name: This is the name used by Kigo to identify this person throughout the system including the header bar, change logs, and more.
  • Role: This is the security role that you assign to the user. A user record can only be associated with one security role at a time. The role defines the access that the user has to Kigo.
    • General Manager: Access to the Marketing, Booking Agent, Booking Mgr., Front Desk, Cleaning & Maint., Bookkeeping, GM menus, as well as the Solution Setup menu.
    • Marketing Manager: Access to the Marketing menu
    • Bookkeeper: Access to the Booking Agent, Front Desk, Cleaning & Maint., and Bookkeeping menus
    • Booking Manager: Access to the Booking Agent and Booking Mgr. menus
    • Booking Agent: Access to the Booking Agent menu
    • Front Desk: Access to the Booking Agent, Front Desk, and Cleaning & Maint., menus
    • Maintenance Staff: Access to the Cleaning & Maint. menu
    • Custom: Access varies, based on the Permissions selected
  • Permissions: This only appears if you select the "Custom" item in the Role drop-down list. You must choose at least one permission, but you can choose multiple permissions. Possible permissions include:
    • Solution: This provides equivalent security allowances as the General Manager role.
    • Financial: This provides equivalent security allowances as the Bookkeeper role.
    • Marketing: This provides equivalent security allowances as the Marketing Manager role.
    • Booking Mgr: This provides equivalent security allowances as the Booking Manager role.
    • Booking Agent: This provides equivalent security allowances as the Booking Agent role.
    • Cleaning & Maint: This provides equivalent security allowances as the Maintenance Staff role.
  • Can accept leads: If selected, you can assign the user to specific leads. This option is selected by default when creating a new user.
  • Force password change on next log in: If selected, this forces the user to change the password the next time the user signs on to Kigo. This option is selected by default when creating a new user.
  • Notes: This is a text field where you can add additional information about the user. This information only appears on the user record.

Adding a New Employee User Account

  1. Click New. The User page opens. NewUser
  2. At the E-mail/User Name field, enter the e-mail address of the user. This must be a valid e-mail address, between 5-50 characters. You cannot use the same e-mail address for multiple users. This field must be unique for each user.

    If you have selected the Use current user e-mail address instead of notifications address option on the CRM Setup page, then this e-mail address is used in customer correspondence. In this situation, we recommend using a corporate e-mail address instead of the user's personal e-mail address.

  3. Enter the Display Name that is used by Kigo to identify this person throughout the system including the header bar, change logs, and more.
  4. In the Role field, click the drop-down arrow, and choose the appropriate security role for the person that you are adding. If you select the "Custom" role, you must also select at least one of the available Permissions. Possible permissions include:
    • Solution: This provides equivalent security allowances as the General Manager role.
    • Financial: This provides equivalent security allowances as the Bookkeeper role.
    • Marketing: This provides equivalent security allowances as the Marketing Manager role.
    • Booking Mgr: This provides equivalent security allowances as the Booking Manager role.
    • Booking Agent: This provides equivalent security allowances as the Booking Agent role.
    • Cleaning & Maint: This provides equivalent security allowances as the Maintenance Staff role.
  5. If the person should be able to accept and work leads, select the Can accept leads check box. This option is selected by default.
  6. If you want this person to change their password after they sign on, select the Force password change on next log in check box. This option is selected by default. We recommend selecting this check box when creating a new user, since the automatically generated initial password is sent to the new user in a plain text e-mail message.
  7. Add any additional notes that you wish to include about the new user in the Notes field.
  8. Click Save. A message asks, "Do you want to send a welcome message?"
  9. To send the welcome message, click OK. Otherwise, click Cancel. You return to the User Management page. The welcome message includes the new user's user name, password, the Kigo web address, and other introductory information. NewUserConfirmThe password sent to the new user expires after it is used or after 24 hours, whichever comes first.

Modifying an Existing Employee User Account

  1. Locate the user that you want to work with. If needed, use the search filters at the top of the page to locate the user record.
  2. Click anywhere in the row where the user's information is located. The User page opens.
  3. Make any needed changes.
  4. Click Save.

Restricting Access for a Previous Employee

Due to the historical information (such as system logs) that exists for each user, you cannot delete a user record. Instead, we recommend that you mark the user as inactive, which blocks the user's access to Kigo.

  1. Locate the user that you want to work with. If needed, use the search filters to locate the user record.
  2. Select the associated check box on the left side of the row. If you want to mark several records inactive, select the check box for each user.
  3. Click Set status, and then choose Set selected records to inactive. The users that you selected are set to inactive, and a green message bar shows how many records are deactivated. Those users cannot sign back on to Kigo unless their user record is set to active. The status icon listed in the ID column changes from green to red.

Resetting the Password for a User

We recommend that the user performs password reset procedures individually, to ensure that password information remains private. If users cannot access Kigo, they can click the Forgot password? link on the Logon page to reset their password. After users enter their user name, a temporary password is sent to the e-mail address they registered with Kigo. If users reset their password, they must use the temporary password within fifteen minutes of receiving it.

Additionally, users can change their password at any time by clicking their name in the header bar, and then choosing the Edit profile option.

If these options do not work, you can also choose to send another copy of the welcome message at any time by following the process below:

  1. Locate the user that you want to work with. If needed, use the search filters at the top of the page to quickly locate the user record.
  2. Click anywhere in the row where the user's information is located. The User page opens.
  3. Click Send welcome e-mail. A status message opens, stating that the message sent successfully. Passwords sent in the welcome e-mail message expire once used or after 24 hours, whichever comes first.
  4. Click Save.

Additional Information/Related Topics

My Profile
Change Password
Owners
User

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