Adding new users to your extranet account

Updated 1 month ago | 10 min read time
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To make managing your property’s extranet login accounts simpler, you can create multiple accounts with individual access rights for each of your team members.

Only your property’s admin users can do this. These are users who you’ve nominated or who we’ve identified as being the most suitable for creating and managing login accounts.


What’s in this article


Creating extranet login accounts

 

To create a new login account for your property, the admin user can follow the steps below.

If the person you’d like to invite doesn’t have an extranet account, or they only have a master account:

  1. Log in to the extranet
  2. Click on Account and then click on Create and manage users
  3. Click on Add a user
  4. Fill in the Name and Email fields for the new user you’d like to invite
  5. Click on Next step: set access rights
  6. Select the access rights you’d like the new user’s account to have, then click on Send invite

The new user will receive an invitation via email. They can click on the link in it to accept the invitation and create a new extranet account. If they don’t receive the email, you can repeat the steps above to invite them again.

Once they’ve created their extranet account, you can use their username and email address to add them to your property by following the instructions below.

Until the new user accepts the invitation, you’ll see them appear as pending in your list of users in the extranet. If they don’t respond to the invitation within seven days, it will expire and they’ll disappear from this list.

If the person you’d like to invite already has an extranet account:

  1. Log in to the extranet
  2. Click on Account and then click on Create and manage users
  3. Click on Add a user and then click on Existing user
  4. Fill in the username and email address of the person you’d like to invite
  5. Click on View access rights

Managing extranet login accounts

 

To edit access rights, grant admin rights or remove a user from your property, the admin user can follow these steps:

  1. Log in to the extranet
  2. Click on Account
  3. Click on Create and manage users and you’ll see an overview of all users, their access rights and their last login date
  4. Click on Manage next to the account you’d like to edit
  5. To adjust the user’s rights, click on Edit access rights, select the access rights you’d like the new user’s account to have, then click on Update
  6. If you’d like to turn the user into an admin user, click on Grant admin rights and then click on Yes, confirm
  7. If you’d like to remove a login account from your property, click on Remove user and then click on Remove [user’s name]

Adjusting rights

Admin users can grant or remove other users’ extranet access rights. To make changes to details not related to extranet access – like a user’s email address or phone number – please contact us via your extranet inbox.

You can follow the steps above to restrict access to these parts of the extranet:

  • Calendar and availability (also known as Rates & Availability)
  • Inbox
  • Finance
  • Property (also known as Property details)
  • Reservations
  • Account
  • Promotions

Any changes you make to a user’s rights will apply to all properties they have access to.

It’s not possible to create property-specific rights for a group account holder. However, you can invite the user to create a new login account so that you can give them specific rights for your property.


Understanding master accounts 

 

A master account is linked to a partner agreement between us and specific properties.

This means that you can’t add a property to a master account if that property isn’t covered in the agreement.

It also means that you can’t add other properties to a master account, or remove them from it, if they’re not part of the agreement. You can’t change the admin access rights for a master account, either.

Checking your account type

You can check whether you have a master account by following these steps:

  1. Log in to the extranet
  2. Click on Account
  3. Click on Create and manage users
  4. Search for your name in the list of login accounts

If you have a master account, you’ll see the words Master account below your name.


Adding a property to your master account

 

If the property you’d like to add is not yet listed on our platform, you’ll first need to add it by following the instructions in this article.

If the property you’d like to add is part of the same legal entity as the one linked to your master account, contact us via your extranet inbox so we can add it for you.

If the property you’d like to add is not part of the same legal entity, you can’t add it to your master account. You’ll need to create a separate, non-master login account for this property by following the steps in the ‘If the person you’d like to invite doesn’t have an extranet account, or they only have a master account’ section of this article. Remember to choose a username that’s different from the one you use for your master account.


Adding a user with a master account to your property

 

You can’t add a user with a master account to your property if the properties aren’t part of the same legal entity. To access your property’s extranet, they’ll need to use a separate, non-master login account.

If the user doesn’t have a separate non-master account, they can create one by following the steps in the ‘If the person you’d like to invite doesn’t have an extranet account, or they only have a master account’ section of this article. They should choose a username that’s different from the one they use for their master account.

If the user also has a non-master account, you can add them to your property by following the steps in the ‘If the person you’d like to invite already has an extranet account’ section of this article.


Creating and managing extranet access rights using Pulse

 

You can’t create and manage extranet login accounts and access rights using the Pulse app. You can only make these changes using the extranet, but they’ll also be reflected in Pulse as follows:

 

Restricted access rights 

Restrictions in the extranet

Restrictions in Pulse

Calendar & availability

  • No access to the Rates & Availability calendar 
  • No access to the Policies page under Property in the extranet
  • No access to Availability
  • No availability-related activity cards (relating to sold-out rooms, almost sold-out rooms and long-term availability) 
  • No availability-related push notifications (relating to sold-out rooms and almost sold-out rooms)

Inbox

  • No access to any messages in the Inbox
  • No activity cards or push notifications related to messages

Finance

  • No access to any pages under Finance
  • No access to the Invoices section under Finance in More

Property details

  • No access to any pages under Property
  • No access to the Property details section in More

Reservations

  • No access to Guest messages in the Inbox
  • No access to any pages under Reservations
  • No reservation-related results when searching in the extranet
  • No access to booking details
  • No access to Bookings and Messages
  • No reservation-related results when using the search function

Account

  • No access to specific property-related rights under Account
 

Promotions

  • No access to any pages under Promotions
  • No access to the Promotions tracker in More

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