Adding new users to your Extranet account

Updated 2 weeks ago | 10 min read
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To make managing your property’s Extranet log-in 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 whom we’ve identified as being the most suitable for creating and managing login accounts.


In this article


Creating Extranet log-in accounts

 

To create a new log-in 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 only has a master account:

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

The new user will receive an invitation via email. They can click 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 create 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, they’ll appear as pending in your list of users on 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 Account, then click Create and manage users
  3. Click Add a user, then Existing user
  4. Enter the username and email address of the person you’d like to invite
  5. Click View access rights

Managing Extranet log-in 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 Activate
  3. Click Create and manage users and you’ll see an overview of all users, their access rights, and their last log-in date
  4. Click Manage next to the account you’d like to edit
  5. To adjust the user’s rights, click Edit access rights, select the access rights you’d like the new user’s account to have, then click Update
  6. If you’d like to turn the user into an admin user click Grant admin rights, then Yes, confirm
  7. If you’d like to remove a log-in account from your property, click Remove user, then 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—contact us via the Extranet inbox.

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

  • Calendar and availability (i.e. Rates & Availability)
  • Inbox
  • Finance
  • Property (i.e. 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 log-in account so 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 you can’t add a property to a master account if that property isn’t covered in the agreement.

It also means you can’t add or remove other properties from a master account 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 Activate
  3. Click Create and manage users
  4. Search for your name in the list of log-in 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 isn’t listed on our platform yet, 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 the 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 log-in 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 only has 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 log-in 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 only has 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 log-in 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 on the Extranet

Restrictions in Pulse

Calendar & availability

  • No access to the Rates & Availability calendar 
  • No access to the Policies page under Property on 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 under More

Reservations

  • No access to Guest messages in the Inbox
  • No access to any pages under Reservations
  • No reservation-related results when searching on the Extranet
  • No access to booking details
  • No access to Bookings or 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 under More

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