Add or remove a user in Mews Operations

You can add users in Mews Operations to grant your employees access to Mews. You can view existing users, add new ones, or remove users from Mews via the Users screen in Mews Operations. When adding a new user, you can select roles to assign them, customize their permissions, and access to the Mews. Learn more in the help article on managing user permissions.

Note: 

  • To add or remove a user in Mews, you need to be either an Admin or have Add and manage users' permission. 
  • For security reasons, unless you are an Admin in Mews, you cannot add new admin users or give admin rights to any user, or remove admin users. 
  • If your user account requires ReAuthorization, you need to verify your identity to add or remove users. Learn more in the help article on verifying your identity in Mews Operations.

In Mews Operations:  

  • You can:
    • Add users with the same or fewer permissions as yourself.
    • Assign the ‘Receive guest messages’ permission to the user with the ‘View customer data’ permission. You can assign this even if you don't have this permission yourself.
  • You cannot:  
    • Remove yourself from the system or edit your own roles or permissions. To do so, you need another Admin user to remove your user profile.

 

In this article, you can learn about how to: 

  

Add a user

You can add new users to Mews via the Users screen in Mews Operations.

Users screen - mews ops.png

You add users by: 

  • Clicking Add icon +.png Add a new user to the property, and providing their email address, to which the system automatically sends an email invitation to access their new user account.  
  • The user needs to accept the invitation to gain access to Mews. The user account shows as “Pending” until they accept the invitation, which is necessary to complete the process of adding a user to Mews.  
  • You can view the status of the user account in the Status column for an overview of your active users, to identify inactive users to be removed, or check pending user invitations. 
  • When the user accepts the invitation, the system creates a Mews University account, so your employee can access learning materials relevant to the role you assign them. 

You can learn more about how employees can gain access to their Mews user account.

Note:  

  • You can only assign the same permissions to the user you are adding as you yourself have. 
  • Mews sends an email to the new user instructing them how to finish setting up their account. 
  • You can update the names of a user only if you have the permission to ‘Manage user profiles’. 
  • The user email address you add must be valid at the time of creation. 
     

To add a user: 

  1. In Mews Operations, go to the main menu Screenshot_2.png  > User management > Users: 

New users screen - mews ops - anonymous.png  

  1. Click Add a new user to the property in the top right corner. This opens the following window: 

Invite new user - mews ops - users screen.png  

  1. In the Email* field, enter the new user’s email address. 

  1. Click the Learning path* dropdown to select a learning path for the user: 

Select the Mews University learning path relevant to the user role

Choose the Mews University learning path from the dropdown to correspond with the new user's role at your business.  

Learning path

Roles, Responsibility


General manager
 		General managers, property owners, CEOs, or employees who are at senior management level.

Finance manager

Any employee who performs financial operations and/ or works daily with financial reports.

Front Office agent

Receptionists, front office agents, or other junior members of your Front Office department.


Front office manager
 		Front office managers, supervisors, or room division managers.

Housekeeper

Any employee who performs housekeeping or maintenance.


Housekeeping manager
 		Senior housekeeping and maintenance staff.

Property administrator

Leaders of the property management system implementation project at the property's end and those who are in charge of the property setup, such as IT manager, applications manager, training manager.

Reservations & Revenue manager

Senior reservation and revenue management roles. You can also assign it to the members of commercial departments, such as the sales manager or business development manager.

Reservations agentJunior roles in the Reservation department or a team that deals with reservations, billing, or travel agency set up and company contracts.
    1. Click the Department dropdown to select a department to assign your user to. You need to create a department before you can assign users to it.
    2. Click on the Supervisor dropdown, or type and search, to select the user’s supervisor, the person they directly report to.  
    3. In the Roles and permissions section you can choose different options depending on the specific permissions you wish to grant the user. You can learn more about the type of access the different user permissions allow your users. You can select from the following:  
    • Admin: If you want to enable all permissions. Note: Admin users can also make changes to the Editable history window, so 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. 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 Advance settings section, click the Receive guest messages checkbox if you want to allow the user to read and reply to guest messages. Note: You can assign the ‘Receive guest messages’ permission to user profiles with the ‘View customer data’ permission. You can assign this even if you don't have this permission yourself. Once you enable this option, the user can view new messages, but not the messages sent before enabling this option. 

    1. If you intend the user to handle cash, click the Cashiers drop-down to select the cashier you want to assign them to. Note: You need to create a cashier before you can assign users to it. 

    1. Click . 

    This sends an email invitation to the new user. They need to accept the invitation to be added to the system.  

     

    You can check a user’s Roles and permissions settings in the User detail window, as in the screenshot below.

     User detail sidewindow - users - mews ops.png 

    Sharing invite links  

    If you added a new user, but they have not logged into Mews Operations yet, you can copy their invite link and send it to them as a reminder. This is necessary if the user is unable to access their account inbox. Note: The invite link is only available if the user status is Pending, meaning they have not yet signed in to Mews Operations. 

     

    To share the new user invite link: 

    1. In Mews Operations, go to the main menumenu icon  > Settings > Users. 
    2. Locate the user you want to copy the invite link for in the list of users. You can use the search or filter to narrow your results. 
    3. Next to the user click three dots options > View details. 
    4. In the side-window click Copy invite link. 
       copy link shortcut on Users detail screen 
    5. Send the invite link to the user for them to complete their initial sign in. Note: You can share the link via any other communication method you use, for example, Microsoft Teams. 
       

    Remove a user 

    Users can sign into Mews Operations even when not physically present at your business. So, it is important to remove any user accounts of former employees as soon as they leave their position at your business.  

    Note:  

    • Only Admins or users with the Add and manage users' permission can remove a user. 
    • Removing a user doesn't affect any past actions the user took in Mews Operations. This is useful to maintain accurate records for auditing purposes.  
    • If you remove a user who manages a team, Mews automatically reassigns members of their team to the removed user’s direct supervisor. 
    • If the user you want to remove is responsible for a stay service, you first need to remove them as the responsible user for the stay service before you can remove them from the system. Learn more in the article Create or delete an additional service.

     
    To remove a user:  

    1. In Mews Operations, go to the main menu Screenshot_2.png  > User management > Users.
    2. Click Edit 2 dots icon.png  alongside the user you want to remove, then click Remove user, as below:

    3 dots - remove user - users - mews ops.png

    1. In the confirmation message that appears, click Remove. Note: This action is irreversible.  

     Screenshot 2023-10-09 at 17.34.12.png  

     

     

    You can learn more in the help article Modify a user in Mews Operations.
     



     

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