Article Details

Title	How to manage user roles and permissions in Mews Operations

URL Name	setting-up-workplace-privileges

Summary	This article explains how to manage user roles and permissions in Mews Operations by assigning roles to users and configuring permissions within those roles.

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Instructions

You use permissions in Mews to control what each user can access and manage in the system. This helps you ensure that users only work with the parts of the system that are relevant to their role, such as reports, customer details, or financial information. For security reasons, unless you are an Admin in Mews, you cannot add new admin users, give admin rights to any user, remove admin users, edit admin users, or grant yourself more permissions.

Permissions are managed through roles. You assign roles to users, and each role includes a set of permissions that define what actions the user can perform.

Note:

To manage user permissions in Mews, you need to be either an Admin or have the Add and manage users permission.
Users without assigned roles cannot perform actions in the system. After login, the system displays the following message: "You don’t have permissions to perform this task, please contact your system administrator."

In Mews Operations:

You can:

Add users with the same or fewer permissions than you.
Assign other users the same or fewer permissions than you.
Assign the ‘Receive guest messages’ permission to users with ‘View customer data’ permission. You can assign this even if you don't have this permission yourself.

You cannot:

Edit your own permissions or remove yourself from the system. To do so, you need another Admin user to remove you.

You can check a users’ Roles and permissions settings in the User detail window.

Edit modify user detail - users screen.png

To manage your user permissions:

In Mews Operations, go to the main menu > User management > Roles.

Click on the name of the user whose permissions you want to manage, then click Edit.
Scroll down to the Roles and permissions section, where underneath you can select from the below options:
- Admin: Enable all permissions for the user. Admin users can also make changes to the Editable history window. Mews recommends using this option only for employees at a higher level. As a security best practice, assign Admin permissions to as few users as possible.
- Roles: Assign one or more roles from the Select roles list. Each role includes predefined permissions, and you configure permissions within roles. When you assign multiple roles to a user, the permissions from those roles combine.
In the Advanced settings section, if you want the user to have the Receive guest messages permission.

Note: These permissions may also be managed through roles depending on your setup.

Click Save. You can see a confirmation message when the change is successful.

Managing roles

Roles are grouped by categories such as management, front office, housekeeping, finance, or administration. Each role contains a set of permissions organized by business domain.

You can learn how to set up and manage roles in the following article Set up and customize user roles in Mews Operations.

Permissions and access

In this article, you can learn in detail about the permissions and the access they allow your users.

Permissions are organized by domain and can be configured for specific actions such as view, create, edit, delete, and export.

Note: Additional permissions may be available depending on your property setup, integrations, and enabled features.

Domain	Permission	Allows your user to
Access	Access sensitive reports	View reports that contain sensitive data, such as the Accounting report, Manager report, Mews Payments balance report, the City ledger, and Mews Analytics
Users	Add and manage users	Add users and assign workplace permissions
Operations	Change spaces to out of order	Change a space's status to Out of Order
Payments	Charge cards online	Charge cards via payment gateway
Customer	Clear customer data	Clear or delete a customer profile
Accounting	Create and manage accounting categories	Create and manage accounting categories
Billing	Create and manage billing automation	Access the Billing automation page and create and manage billing automation
Configuration	Create and manage counters	Create and manage bill and service order counters
Customer	Create and manage customers and companies	Create and manage customer as well as company profiles
Configuration	Create and manage departments	Create and manage departments
Guest	Create and manage guest journey	Create and manage service configurations that customize the guest journey
Configuration	Create and manage guest titles	Create and manage customizable guest titles
Communication	Create and manage mail templates	Create and manage email templates
Configuration	Create and manage outlets	Create and manage outlets
Products	Create and manage product rules	Create and manage product rules
Products	Create and manage products	Create and manage products
Rates	Create and manage rate groups	Create and manage rate groups and cancellation policies
Rates	Create and manage rates	Create and manage rates, pricing, vouchers, and voucher codes
Reservations	Create and manage reservations	Create and manage reservations
Restrictions	Create and manage restrictions	Create and manage restrictions
Configuration	Create and manage segments	Create and manage segments
Services	Create and manage services	Create and manage bookable or additional services
Spaces	Create and manage space categories	Create and manage space categories and space features
Distribution	Create and manage travel agency contracts	Create and manage travel agency profiles
Billing	Issue invoices	Close a bill without payment by issuing an invoice
Accounting	Manage accounting configuration	Manage accounting configuration
Availability	Manage availability	Manage availability
Availability	Manage availability block rates	Override block rate prices
Property	Manage property settings	Manage property settings and related entities
Reservations	Overbook spaces	Create a reservation for a space category that is already fully booked
Rates	Override rate price	Override the rate price
Reservations	Override restrictions	Allows users to book rates that include active restrictions
Housekeeping	Perform housekeeping	Update a space or change its status
Billing	Rebate items and reissue bills and invoices	Rebate order items, reissue invoices or closed bills, update bill owner and issue refunds
Profiles	Turn invoicing on or off for profiles	Turn invoicing on or off in customer and company profiles
Communication	View and manage mail queue items	View the status of mail queue items and open previews of emails
Company	View company data	View company information including documents and financial records
Customer	View customer data	View customer personal identifying information and documents
Communication	Receive guest messages	Receive guest messages
Security	Reset two-factor authentication	Reset two-factor authentication
Central management	Central roles	Manage central roles
Central management	Central users	Manage central users
Security	Security settings	Manage security settings
Security	Manage SSO configuration	Manage single sign on configuration
Security	Manage SCIM configuration	Manage system for cross domain identity management configuration
Rates	Central rates	Create and manage rates
Rates	Central rate groups	Create and manage rate groups
Products	Central products	Create and manage products
Portfolio	Portfolio	Manage portfolio
Subscriptions	Subscriptions	Manage subscriptions
Chains	Chains	Manage chains
Platform	Platform users	Manage platform users
System	Jobs	Manage jobs
System	Mail queues	Manage mail queues
Communication	Text messages	Manage text messages
Enterprise	Enterprise Builder	Manage Enterprise Builder
Enterprise	Enterprise Builder Pro	Manage Enterprise Builder Pro
Fiscal operations	Retry fiscal machine commands	Retry fiscal machine commands
Financial planning	Budget	Manage budget
Financial planning	Forecast	Manage forecast
Financial planning	Historical data	Access historical data

This manages user roles and permissions in Mews Operations.

Additional resources

How to set up and customize user roles in Mews Operations

How to manage user roles and permissions in Mews Operations

To manage your user permissions:

Managing roles

Permissions and access