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Overview

This guide will cover adding a New Club User for access to Reserve Cloud.

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Use Case(s)

After going live with Reserve Cloud new users will need to be created to access the system at various security levels and roles.

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excludeBanquets - Settings for Event Services

 

Accessing Event Services

 

 

FAQs

 

Q: What is the best way to set pricing, so that I do not have to manually recalculate allocated amounts every time we change the price of an overall package.

A: Use the Package Pricing - Percentage Amount Allocation.  Once %’s are established, as prices change, system will automatically recalculate proper revenue allocations based on services required.

Q: What is the best way to determine profitability on the event items?

A: Ensure to enter a Cost as well as a Price to the event menu to assist in calculating profitability

Q: How many Service Item Categories can we have?

A: You can have as many Service Item Categories that you would like.  

Q: What is the purpose of Service Item Categories?

A: Service Item Categories allow you to organize your service items and easily search for items by filtering by category.

 

Best Practices

  1. Ensure all Event Services utilized in an Event are set up in the system as Event Items, categorized appropriately, and consistently utilized to ensure appropriate billing, and profitability calculations can be effectively maintained.
  2. Create Service Item Categories based on how you think Service Items should be organized.  

Downloadable Guide

Next Lesson: Managing the Document Center

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Required Permissions

  • User Admin

Accessing the Tool

  1. Access Reserve Cloud.

  2. To add a new user, first view the Settingsmenu on the bottom left of the home page. Once in the Settings menu, select Users.

  3. The Users drop-down menu will expand to show My Settings, User Settings, Distribution Lists, and Imports. Under User Settings, you will select Manage Users.

  4. Select New.

New User Detail

  1. Complete the New User information sections with all appropriate information. Required Fields include Username, Password, First Name, Last Name, and Module, Role, Hierarchy Authorization, Ownership Group, and Change Password. 

  2. When selecting a new user’s role, refer to these settings for various roles

    • User Admin: Able to create new Users, make changes to Settings, and add/edit Events

      • Module - Events Module Access

      • Role - Full User Access with Full Admin

      • Hierarchy - All Access

      • Ownership Group - Admin Access

    • Settings Admin: Able to make changes to Settings, and add/edit Events

      • Module - Events Module Access

      • Role - Full User Access with Limited Admin

      • Hierarchy - All access

      • Ownership Group - Full User Access

    • Full User: Able to add/edit Events, but not make changes to Settings

      • Module - Events Module Access

      • Role - Full User with No Admin

      • Hierarchy - All access

      • Ownership Group - Full User Access

    • View Only: Able to access calendar of events, but not able to add/edit events

      • Module - Events Module Access

      • Role - View Only

      • Hierarchy - All access

      • Ownership Group - View Only

  3. Once the new user details have been added, click Save. The Reserve system will then return to the User listing.

Inactive Users

Users go inactive after a period of non-use, and aren't visible on the Manage Users screen unless you check 'include inactive'.

  1. First, navigate to Settings and select Users. 

  2. Within the Users menu, selectManage Users. 

  3. Once in the Manage Users menu select Include Inactive.  Next, select Edit next to the User you wish to make Active. 

  4. Check the Activebox, located in the right-hand column. 

  5. Save and Close. 

Best Practices

  1. Only give New Users the access that is needed, it is not recommended to make everyone an Admin User.

  2. Make sure when creating a New User, check the box that allows for New Users to reset their password on the next login for security purposes.

  3. When adding a new user, be sure to include an Email Address. The User will need this to access any forgotten login information.

FAQs

  1. What role is required to add a new User?

    1. User Admin role is required to add any new users to the system.

  2. How can I delete a User that is no longer with the Club?

    1. Access the Settings menu, then Users, and Manage Users. From here, click Deactivate next to their name. Please Note: There is not a delete option,  only deactivate.

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