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

Location: Setup – Solution – Users – New

Setup– Solution – Users – (Select existing user)

Required Setup: In order 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 Page

From here, you can add new Kigo user accounts or make changes to existing user accounts.

Some common actions that can be performed here include:

  • Adding a new employee user account
  • Modifying an existing employee user account

Field Definitions

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 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.

  • 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 displays 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, the user can be assigned to specific leads. This option is selected by default when creating a new user.
  • Force password change on next log in: This forces the user to change their 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 displays 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, which includes the new user's user name and password, and the Kigo web address as well as other introductory information, click OK. Otherwise, click Cancel. You are returned to the User Management page. The password sent to the user expires after it is used or after 24 hours, whichever comes first.NewUserConfirm

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 quickly 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.

Additional Information/Related Topics

User Management
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