Manage CRS Users

The following User Roles can access the following screens in Inntopia CRS:

Show Me CRS User Privileges

The user privileges below explain what functions a user is allowed to perform in Inntopia CRS.

Company

• Company Page – User can access and edit the Company page to set up critical company attributes such as credit cards accepted by the CRS, policies, and contact information.
• New Session – User can start a new session for quoting or creating an itinerary.
• Itinerary View History – User can view itinerary detail screen from the itinerary detail link.

System

• System Page – User can access global account settings such as CRS search options, canned email and fax messages, home page links, and news.
• Source Management – User can add, delete, and edit marketing source options.
• Suppliers Page – User can add, delete, or edit supplier management screen and their associated commissions, settlement types, and settlement terms.
• Air Admin – User can establish air booking fees, travel agent commissions for air travel, and other administrative air account settings.

Reports

• Reports & AR/AP Page – User can access, run, and view all facets of the reporting feature for the CRS account including processing customer payments and supplier payables, submitting payments to Inntopia, issuing refunds and customer credits, etc.

Billing

• User can access second-level tier of Itinerary History (Customer Account Receivable, Supplier Accounts Payable, and Supplier Commissions Due tabs) to edit and process information on these pages including supplier payables, customer charges and refunds, and issue credits.

Security

• User Management – User can add, delete, and edit the user privileges associated with the CRS account. User can create new users, set passwords, grant or restrict user access to any or all sections of CRS, or edit agent commission associations (Offered by).

Reservations

• New Session – User can access the standard level of CRS to book/modify/cancel itineraries, charge credit cards for bookings, and add or edit Customer Profiles. User can access first-level tier of Itinerary History (Itinerary History Detail tab).

Products/Promos

• Promotions/Bundles – User can access the Promotions and Product Bundles tabs of the CRS account where promotions and product bundles are added/edited/deleted, discounts and commissions are defined, and sales channels are set.
• Promotion Inspector – User can access the Promotion Inspector from the Commerce Portal to view details about a promotion.

Rates

• Net Rate Overrides – User can access and edit the Net Rate Override page from the CRS supplier management screen.

  Note: User must first have System privileges to access the supplier management screen.

• Price Hurdle Tools – Users integrated with IDeaS G3 Revenue Management System can manage rate filters.

Roles that contain a combination of privileges that do not match a pre-defined user role are labeled Custom on the User Management screen.

Note: Access privileges must be assigned for each sales channel to which you want the user to have access.

1. From the CRS home page, click the Users tab OR from the Commerce Portal Quick Links or Tools menu, click User Management. The Manage Users page appears listing existing users and their current access privileges in alpha order by user ID.

   

2. From the Select a Sales Channel drop-down list, select the sales channel to which you want to add a new user.
3. Click Create New User. The Create a new user for <Sales Channel> window appears.

   

4. Enter information in the following fields (fields marked with an * are required):
   • Username/ID* – Enter the user name of the person you want to add. Must be unique and cannot already exist within the Inntopia User Account database.
   • Password* – Enter a password for the new user. The password must be at least seven characters long and contain a combination of numbers and letters. The password is a temporary password that the user must change during the initial log in of the account.
   • Confirm Password* – Re-enter the temporary password for the new user.
   • First Name/Last Name*– Enter the first and last names of the new user.
   • Email* – Enter the email address for the new user.

     Note: Logging into Inntopia CRS or RMS requires users to enter an authentication code received via voice/text or email as part of the log-in process. If using email to receive the code, each user must have a dedicated email address to receive the authentication code.

   • Phone Number (Display) – Enter the phone number for the new user. This is the number that will be displayed on confirmation communications.

     Note: If your browser has the remember name and password feature enabled, your own user name and password may appear in the first two fields on the Create a new user for <Sales Channel> window. If this happens, you must clear your own name and password prior to entering the new user information.

   • Verification Phone Number –

     In the Verification Phone Number field, enter the mobile (text or voice message) or land-line (voice message only) phone number at which you want to receive the verification log-in code. The code is required for logging into your Inntopia CRS or RMS account.

     The Verification Phone Number field supports phone extensions, international numbers, and internet/VOIP phone numbers.

     1. To enter an international phone number:
        1. From the Country Code drop-down list, select the country.

           

        2. Enter the phone number digits.
     2. To enter an office phone number extension:
        1. Enter the phone number digits.
        2. Type ext. or x and the extension digits (111-111-1111 ext. 123 or 111-111-1111 x123).

     Note: If no number is entered in the Verification Phone Number field, the verification code will be delivered to the email address for the account; however, Inntopia recommends filling out this field as text/voice message is a more secure means of receiving verification codes and will eventually be the sole means of receiving the code from Inntopia.

5. From the Select a User Role drop-down list, select a user role to assign to the user.

   

   Note: User roles can be changed/customized later, but a pre-defined role is required at time of creation.

6. Click Add User. A message appears asking you to confirm creating the new user.

   

   1. To create the new user, click Yes.

      If the user was successfully created, a message appears alerting you that the user has been added and the user appears in the list of Current Sales Channel Users.

      

      If the user addition was unsuccessful, a message appears stating the reason. For example, if the User ID is already in use, the following message appears:

      
      

      Try re-entering the correct information and click Add User.

   2. To cancel creating the new user, click Cancel.

   Note: New users are required to change their temporary password upon their first login attempt.

If you have Security privileges, you can assign, change, revoke, or restore an existing user’s role or access privileges at any time.

1. From the CRS home page, click the Users tab OR from the Commerce Portal Quick Links or Tools menu, click User Management.

   The Manage Users page appears listing existing users and their current access privileges in alpha order by user ID.

   

2. In the list of existing users, find the user for which you want to make changes and click the corresponding ellipses and from the menu, click Edit Role.

   

   The corresponding Role drop-down list and check boxes become available to use.

   

3. To change the user role, from the Role drop-down list, select a user role to assign to the user.

   

4. To assign or revoke individual privileges, check/uncheck the boxes corresponding to the privileges you want to add or revoke for the user. As you uncheck/check boxes, the role displayed in the User Role column changes accordingly or is removed altogether. Roles that contain a combination of privileges that do not match a pre-defined user role are labeled Custom.
5. When you are done making changes, click the corresponding checkmark button. A message appears asking you to confirm the changes.

   

   1. To confirm the changes, click Yes. The changes you made are saved for that user.
   2. To cancel the changes, click Nevermind. The changes you made are not saved.

You can remove a user from a sales channel and you can assign an existing user to an additional sales channel. Users that are removed from a sales channel does not remove them from the Inntopia Users database.

Assign an Existing User to a Sales Channel

1. From the CRS home page, click the Users tab OR from the Commerce Portal Quick Links or Tools menu, click User Management. The Manage Userspage appears listing existing users and their current access privileges in alpha order by user ID.
2. From the Select a Sales Channel drop-down list, select the sales channel to which you want to assign an existing user.
3. Click Add Existing User. A window appears listing all existing users.

   

4. From the list of existing users, select the one you want to add to the sales channel.
5. From the Select a User Role drop-down list, select the user role to assign to the user.
6. Click Add User. A message appears asking you to confirm adding the user to the sales channel.

   

   1. To add the user, click Yes.

      If the user was successfully created, a message appears alerting you that the user has been added.

   2. To cancel adding the user, click Nevermind.

Remove a User from a Sales Channel

1. From the CRS home page, click the Users tab OR from the Commerce Portal Quick Links or Tools menu, click User Management. The Manage Users page appears listing existing users and their current access privileges in alpha order by user ID.

   

2. From the Select a Sales Channel drop-down list, select the sales channel from which you want to remove an existing user. The list of Current Sales Channel Users appears for the selected sales channel.
3. Find the user you want to remove from the sales channel and click its corresponding ellipsis and from the menu, click Remove.

   

   A message appears asking you to confirm removing the user.

   

   1. To remove the user, click Yes.

      The user’s privileges are revoked, and the user is removed from the list of existing users; however, the user remains in the system. If necessary, the user can be reassigned to the sales channel and privileges can later be restored in the Add Existing User section.

   2. To cancel removing the user, click Nevermind.