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Managing user roles and permissions

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Managing user roles and permissions
setting-up-workplace-privileges
This article explains how to set up and manage your users' permissions in Mews Operations, and what each permission allows your employees to do.
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You can use permissions and assign them to an employee's user account in Mews, to ensure they have the correct permissions to manage only those parts of the system that are relevant to them. This is useful to, for example, restrict access to certain reports, customer details or financial information. For security reasons, unless you are an Admin in Mews, you cannot add new admin users or give admin rights to any user, remove admin users, edit admin users, grant yourself more permissions. 

 

Notes:

  • To manage your employee’s user permissions in Mews, you need to be either an Admin or have ‘Add and manage users' permission assigned to you.  
  • Users without permissions who have logged in within the last 60 days cannot perform any actions. After login, the system displays the following message to them: "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, as in the screenshot below. 

Edit modify user detail - users screen.png

 

To manage your user permissions: 

  1. In Mews Operations, go to the main menu   > Settings > Users. This opens the following screen: 

New users screen - mews ops - anonymous.png  

  1. Click on the name of the user whose permissions you want to manage, then click   Edit, as in the following screenshot: 

Edit modify user detail - users screen.png  

  1. Scroll down to the Roles and permissions section, where underneath you can select from the following options: 

Edit roles permissions - user detail window - users - mews ops.png

Note: You can only assign permissions to users that match those on your own user account. Unless you are an Admin, you can’t modify your own permissions.  

  • Admin: If you want to enable all permissions. Note: Admin users can also make changes to the Editable history window. Mews recommends you use this option only for your employees at a higher level. As a security best practice, Mews recommends assigning Admin permissions to as few users as possible. 
  • Roles: To directly assign a role from the Select roles dropdown, that you already set up and configured with predefined permissions. If no roles appear in the list, you can learn how to set up and configure them here. Note: Mews recommends assigning at least one role to most user profiles as a best practice.  
  • Individual permissions: To assign custom permissions to the user. This opens the Select permissions dropdown. From here you can choose the permissions that you want to assign to the new user. Note: Mews doesn’t recommend this approach as best practice.   
  • No permissions: If you want to give the user access to Mews, but severely limit their permissions.    

  1. In the Advanced settings section, use the checkbox to select if you want the user to have the following permissions:

    • Receive guest messages
    • Reset two-factor authentication (2FA)

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

 

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


 
 

Permission

Allows your user to...

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.

Add and manage users

Add users and assign workplace permissions.

Change spaces to out of order

Change a space's status to Out of Order. To change a space to any other status, the user needs the "Perform housekeeping" permission.

Charge cards online

Charge cards via payment gateway.

Clear customer data

Clear or delete a customer profile.

Create and manage accounting categories

Create and manage accounting categories.

Create and manage counters

Create and manage bill and service order counters.

Create and manage customers and companies

Create and manage customer as well as company profiles. They can also view the Timeline and any customer-centric reports. If a user doesn't have this permission, they cannot view any customer data. Note: You require this permission to view the search bar and the Timeline.

Create and manage departments

Create and manage departments.

Create and manage guest journey 

Can create and manage service configurations that customize the guest journey, such as documents, booking engine configurations, Kiosks, check in forms and registration card configurations.

Create and manage mail templates

Create and manage email templates.

Create and manage outlets

Create and manage outlets.

Create and manage product rules

Create and manage product rules.

Create and manage products

Create and manage products.

Create and manage rate groups

Create and manage rate groups and cancellation policies.

Create and manage rates

Create and manage rates, pricing, vouchers, and voucher codes.

Create and manage reservations

Create and manage reservations.

Create and manage restrictions

Create and manage restrictions.

Create and manage segments

Create and manage segments.

Create and manage services

Create and manage bookable or additional services.

Create and manage space categories

Create and manage space categories and space features.

Create and manage travel agency contracts

Create and manage travel agency profiles.

Issue invoices

Close a bill without payment by issuing an invoice.

Manage accounting configuration

Manage accounting configuration.

Manage availability

Manage availability.

Manage availability block rates

Override block rate prices. 

Manage property settings

Manage property settings, as well as related entities that don't have special permission, such as custom links or calendar events. Note: You require this permission to update space properties.

Overbook spaces

Create a reservation for a space category that is already fully booked.

Override rate price

Override the rate price: 

  • when creating a new reservation 
  • when managing a reservation, from the Pricing tab of the Reservations management screen.

Note: You don’t need this permission to override rate prices when changing the space category of a reservation. 

Perform housekeeping

Update a space or change its status, except Out of Order. To change a space to Out of Order, the employee needs the “Change spaces to out of order” permission.

Rebate items and reissue bills and invoices

Rebate order items, reissue an issued invoice or closed bill, update the bill owner and issue refunds.

Turn invoicing on or off for profiles

Choose whether it is possible to invoice customers or companies from within their profiles. Can turn invoicing on or off in customer and company profiles.

View and manage mail queue items

View the status of Mail queue items and open a preview of customer emails sent from Mews Operations.

View company data

View company information, including documents in the Mews system such as registration cards, bills and invoices, accounting ledger, or posting journal. Search for a company using its name in the search bar. 

Note:

  • With this permission, users can view the company information but cannot edit the company profile. 
  • Users without this permission cannot view company bills and bill previews.

View customer data

View customer's personal identifying information, including first name, last name, second last name, gender or title, birthdate, birthplace, email address, nationality, address, documents in the Mews system such as in registration cards, bills and invoices, accounting ledger, posting journal. Search for a customer using their name in the search bar. 

Note:  Users without this permission cannot view:

  • Any personal information stated above about the customers throughout the system. Mews replaces all personal information with asterisks ******* for users without this permission. 
  • Customer bills and bill previews.
  • The fiscal record report


 
You can learn more about how to add or remove a user in Mews Operations here.
 

 
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