Overview

Security Rights control access levels for all employees at a Club using CMA. Admins can grant permissions at the Group level and add permissions on at an Employee level as well. This guide is designed to explain each Security Right and the permissions it gives the User within each module in CMA.

Please reference the guide on Office - Employee - Groups for more information on how to create a Group and grant security rights at that level.

Accounts Payable

Controller, Accounting Staff, Bookkeepers, AP Clerk

Accounts Payable Dashboard	Allows employees to view the Accounts Payable Module
Approve Payment Batches	View/Edit/Create/Delete access levels to vendor payment batches that populate within the “Approve Payment Batches” Accounts Payable module.
Approve Vendor Invoice Batches	View/Edit/Create/Delete access levels for vendor invoice batches within the “Manage Vendor Invoices” Accounts Payable module.
Enter Vendor Invoices	Allows employees the ability to enter vendor invoices
Import Vendor 1099 Update	Controls access to the Vendor 1099 Update Tool located within the Accounts Payable drop-down menu.
Manage Credit Memos	This functionality is no longer used in CMA, Negative Vendor Invoices
Manage Item Receipts	Allows View/Edit/Create/Delete Item Receipts within Accounts Payable Module
Manage Purchase Orders	Allows View/Edit/Create/Delete Purchase Orders within the Accounts Payable Module
Manage Vendor Invoices	Allows View/Edit/Create/Delete Vendor invoices within the Accounts Payable Module; also allows user to Enter Vendor Invoices.
Manage Vendors	View/Edit/Create/Delete access levels for Vendor profiles
Pay Bills	Allows employees the ability to access the Pay Bills Module, this is followed up by print checks
Print Checks	Allows employees the ability to access Print Checks
Quick Check	Allows the user to print a check from start to finish; Enter invoice, create batches, pay bills, and print check is the end result.
Unpost Vendor Invoice Batch	Allows employees the ability to un-post vendor invoice batches
Vendor 1099 Category	Allows View/Edit/Create/Delete 1099 categories, this designates which form type and box number information should be populated into.
Vendor Categories	Allows View/Edit/Create/Delete vendor categories; used for reporting
Vendor Custom Fields	Allows View/Edit/Create/Delete vendor custom fields
Vendor Payment Terms	Allows View/Edit/Create/Delete vendor payment terms
Vendor Statuses	Allows View/Edit/Create/Delete vendor status’; oftentimes these will be active or inactive
Void Checks	Allows employees to access Void Check Wizard and go through the process of voiding a check

Employee

General Manager, management, administrators.

Employee Custom Fields	Allows you to View/Edit/Create/Delete custom fields for employees that you want to see such as emergency contact information.
Employee Dashboard	Allows you to View/Edit/Create/Delete dashboards for employee info, much like when you create a dashboard for F & B. Displays pertinent info.
Employee Groups	Allows you to View/Edit/Create/Delete groups for employees such as admin, management, servers, front desk staff, etc.
Employee Job Code Rates	Allows employees to define the rates for various Job Codes
Employee Job Codes	Allows you to View/Edit/Create/Delete Employee job codes. Job Codes group employees based on their normal job functions. These are assigned to the employee’s profile under job codes. An employee may have more than one job code assigned.
Employee Schedule	Part of the scheduling module and not apart of the standard CMA package. You can get it and it’s free but you have to request this module.
Employee Shifts	Part of the scheduling module and not apart of the standard CMA package. You can get it and it’s free but you have to request this module.
Employee Status Types	Allows you to View/Edit/Create/Delete status types for employees such as pre-hire, new hire, regular, terminated, non-rehire. The types are assigned in the employee’s profile under personal> employment status.
Employee Time Off Requests	This is part of the scheduling module.
Employee Types	Allows you to View/Edit/Create/Delete types for employees such as full-time, part-time, contract. Etc. These types are assigned in the employee’s profile under personal → Employee Type.
Manage Employees	Allows you to View/Edit/Create/Delete Employees and access them in the employee grid.

Events

F&B management, Accounting, GM, Managers

Manage Events

Allows you to View/Edit/Create/Delete Events (such as parties, dinners, outings, etc.), these show on the Events Tabs in POS.

General Ledger

Controller, Accounting Staff, Bookkeepers, Management

Allow Posting to Control Accounts	This allows posting to a control account. A control account holds the summary of it’s sub-accounts so posting directly to it could cause an issue with financial statements and the ability to post should be limited to the Controller
Allow Posting to Restricted Periods	Once a period is closed, posting anything to it can cause an issue with balances so you want to limit who can do so.
Approve Journal Entry Batches	Allows others to make journal entries but they have to be approved by someone before they can be posted
AR Transaction Types	Allows user access to different transaction types, pos tickets, member charge batches, invoice transfer
Bank Reconciliation Wizard	Allows access to bank rec wizard, entering a bank rec, making changes to it, deleting or re-opening a bank rec
Create Journal Entries	Ability to create, edit, view and delete General Journal Entries
Currency Types	This allows users to change the currency type, $, #, or Franc for example.
Financial Statements in Excel	Allows Access to Financial Statements in Excel
General Ledger	Allows Access to the General Ledger Module in CMA. Normally Reserved for Management and Controller/Accountant
General Ledger Dashboard	Allows access to view the GL Dashboard, there is only view access, no Edit, Create, or Delete options
Import Annual Journal Entries	Ability to Import Annual GL Entries from a csv file
Ledger Accounts	Ability to View, Edit, Create or Delete General Ledger Accounts. You need view access to be able to see GL information on reports. Edit, Create, and delete access is typically reserved for Controller/Accounting Manager
Ledger Budgets	Ability to View, Edit, Create, or Delete General Ledger Budgets. View access is needed to see budget information on reports. This allows budget amounts added to GL accounts.
Ledger Categories	Ability to View, Edit, Create or Delete General Ledger Categories. The default is Asset, Expense, Liability,
Ledger Companies	Ability to View, Edit, Create or Delete General Ledger Companies. Companies are a separate set of GL Accounts for different companies in the same business unit. An example would be an HOA and Club owned by the same corporation.
Ledger Departments	Departments are used to group GL Entries. For example F&B, Golf, Tennis.
Ledger Overview	Shows the structure of GL accounts based on which report you are looking at. For example, Balance Sheet or Income Statement.
Ledger Periods	Ledger periods divide the Fiscal Year into 12 separate periods, normally months. If a calendar-based fiscal year is used then this would be January-December.
Ledger Rollups	Tells you which Ledger Category the individual GL Accounts are in.
Ledger Types	Types are typically: Income, Expense, Asset, Other Asset, Liability, Equity
Manage Memorized Entry	Allows editing/deleting of Memorized GL Entries
Unpost Journal Batch	Allows un-posting of GL Entry Batches
Year-End Wizard	Used to close the fiscal year, makes Year-End Gl entries such as moving income to Retained Earnings.

Guest Rooms

Controller, Guest Room Manager, concierge staff, housekeeping

Allow Rate Adjustment	View access levels within the Guest rooms dashboard when creating a new room booking. This allows the user to make updates to any pre-built room rate in the system within the reservation window. Useful for up charging or discounting room rates.
Bulk Reporting	View access level to the Bulk Reporting Report within the Guest Rooms Module. Here the club can view and print various documents such as folio pricing, parking passes, and registration cards.
Guest Room Dashboard	View/Edit/Create/Delete access levels to the guest rooms module dashboard. Here the club can create new reservations and edit, charge out, or delete existing ones. They can send various notifications to guests as well. View the Guest Rooms knowledge base articles for more.
Guest Room Dashboard Super User	View/Edit/Create/Delete access levels to Guest room block management. The club can use this to prevent members and guests booking rooms for specific time ranges. See Blocks for more details.
Guest Room Folio Charge Wizard	View access level to the Manual Folio Charge Wizard within the Guest Rooms Manual. See the Manual Folio Wizard for more information.
Manage Guest Amenities	View/Edit/Create/Delete access levels to the guest amenities settings located in the guest rooms settings dropdown. Allows employees to manage any add ons a guest may need.
Manage Guest Locations	View/Edit/Create/Delete access levels of the locations settings located in the Guest Rooms setting dropdown. Allows employees to manage the physical locations of guest rooms.
Manage Guest Room Rate Categories	View/Edit/Create/Delete access levels to Room rate categories. These are what connect rooms to their rates and allow room rentals to charge members.
Manage Guest Room Rates	View/Edit/Create/Delete access levels to the room rates setting area. Here the club can build out new room rates for charging members and guests in the module.
Manage Guest Room Stay Types	View/Edit/Create/Delete access levels to build various lengths and styles of room rental. Includes duration length.
Manage Guest Room Types	View/Edit/Create/Delete access levels to the Guest Room Types setting in the Guest Rooms setting dropdown. Allows employees to manage the room types rented by guests.
Manage Guest Rooms	View/Edit/Create/Delete access levels to the Rooms settings in the Guest rooms setting dropdown. This allows employees to manage rooms in each location and what amenities they are allowed.
Night Audit Wizard	View access level to the Night Audit Wizard. See Night Audit Wizard for more details.

Guests

Membership director, front desk staff, Golf shop staff, Tennis staff, Spa staff, Fitness personnel.

Guest Custom Fields	View/Edit/Create/Delete access levels to guest custom fields.
Guest Types	View/Edit/Create/Delete access levels to guest types. Such as local, Resident, Non-Resident, Prospective.
Manage Guests	View/Edit/Create/Delete Guest Accounts.

Items

Employees such as accountants, inventory keepers, Golf Pro, Food & Beverage managers, Managers.

Items	Employees such as accountants, inventory keepers, Golf Pro, Food & Beverage managers, Managers.
Approve Inventory Adjustment	View: Allows access to see the Approved Inventory Adjustment grid
	Edit: Allows employees the ability to edit existing unposted Inventory Adjustment Batch such as batch activity date and posting
	Create: Allows employees the ability to hit the New button on the grid to begin a new batch, though it must be edited and items added through the Inventory Adjustment Wizard
	Delete: Allows employees to delete unposted Inventory Adjustment batches
F&B Dashboard	Allows access to the Classic Dining Dashboard, Dining Dashboard, and Custom Dashboards within the Club Intelligence module.
Inventory Adjustment Wizard	Allows the employees the ability to use the Inventory Adjustment Wizard which is used to correct Inventory Counts.
Inventory Count Wizard	Allows the employees the ability to use the inventory Count Wizard. This is used to do a physical Inventory Count.
Item Modifiers	View: Allows access to see the item modifiers
	Edit: Allows employees the ability to edit existing item modifiers
	Create: Allows employees the ability to create item modifiers
	Delete: Allows employees the ability to delete existing item modifiers
Items Dashboard	Allows access to the Items Dashboard located under Club Intelligence module.
Manage Item Categories	View: Allows access to see the Item Categories
	Edit: Allows employees the ability to edit existing Item Categories such as adding/removing items from it, changing override settings, renaming/deleting, print config, etc
	Create: Allows employees the ability to create item categories
	Delete: Allows employees the ability to delete existing item categories
Manage Item Combos	View: Allows access to see the item combos
	Edit: Allows employees the ability to edit existing item combos such as price, overrides, and items in the combo
	Create: Allows employees the ability to create item combos
	Delete: Allows employees the ability to delete existing item combos
Manage Item Groups	View: Allows access to see the item groups
	Edit: Allows employees the ability to edit existing item groups such as account settings (area overrides included), folio grouping, name and description
	Create: Allows employees the ability to create item groups
	Delete: Allows employees the ability to delete existing item groups
Manage Item Modifier Groups	View: Allows access to see the item modifier groups
	Edit: Allows employees the ability to edit existing item modifier groups such as the item modifiers inside group, price adjustment, type of group, and etc.
	Create: Allows employees the ability to create item modifier groups
	Delete: Allows employees the ability to delete existing item modifier groups
Manage Items	View: Allows access to see the item
	Edit: Allows employees the ability to edit existing items such as the category, name, price, print config, etc.
	Create: Allows employees the ability to create items
	Delete: Allows employees the ability to delete existing items
Manage Price Scheduling	View: Allows access to see the price schedule
	Edit: Allows employees the ability to edit existing price schedules and all associated settings
	Create: Allows employees the ability to create price schedules
	Delete: Allows employees the ability to delete existing price schedules
Retail Dashboard	Allows access to the Retail Dashboard located under Club Intelligence module

Membership

Employees such as Membership directors, General Managers, administrators and controllers.

Allow Member Financial Display	An “On/Off” permission, checked means this employee has access to all Financial Information fields found in member profiles.
Approve Cash Receipt Batches	View/Edit/Create/Delete permissions that allow employee use of Approve Cash Receipt Batches found in the Membership Module side-bar in CMA Office.
Approve Charge Batches	View/Edit/Create/Delete permissions that allow employee use of Approve Charge Batches found in the Membership Module side-bar in CMA Office.
Approve Credit Book Batches	View/Edit/Create/Delete permissions that allow employee use of Approve Credit Book Batches found in the Membership Module side-bar in CMA Office.
Change Reasons	View/Edit/Create/Delete permissions that allow employee use of Change Reasons found in the Membership drop-down in CMA Office.
Clear Custom Billing Schedules	An “On/Off” permission, checked means this employee can access the Clear Custom Billing Schedules wizard found in the Membership Module side-bar in CMA Office.
Clear Minimum Adjustment	An “On/Off” permission, checked means this employee can access the Clear Minimum Adjustment wizard found in the Membership Module side-bar in CMA Office.
Company Types	Said to be a useless feature that was in the old code and just never got removed.
Configure Remote Relays	Allows access to edit the remote relays located in System>System Settings>Services>Remote Relays
Create Member Statements	An “On/Off” permission, checked means this employee can access the Print Member Statements wizard found in the Membership Module side-bar in CMA Office.
Credit Book Expiration	An “On/Off” permission, checked means this employee can access the Credit Book Expiration wizard found in the Membership Module side-bar in CMA Office.
CRM	View/Edit/Create/Delete permissions that allow employee use of CRM found in the Membership module side-bar in CMA Office.
CRM Types	View/Edit/Create/Delete permissions that allow employee use of CRM Types found in the Membership drop-down in CMA Office.
Delete Captured Cash Receipt	An “On/Off” permission, checked means this employee can Delete Captured Cash Receipts for refunds. See CRC: https://clubessential.atlassian.net/wiki/spaces/OF/pages/3473871#Office-CreditCard-MemberPayments-RefundCreditCardPayment
	https://clubessential.atlassian.net/wiki/spaces/OF/pages/3473856#Office-BankACH-MemberPayments-RefundBankACHPayment
Gift Card Expiration	An “On/Off” permission, checked means this employee can access the Gift Card Expiration wizard found in the Membership Module side-bar in CMA Office.
Golf Fee Categories	View/Edit/Create/Delete permissions that allow an employee use of Golf Fee Categories found in the Membership drop-down in CMA Office.
Golf Fee Types	View/Edit/Create/Delete permissions that allow employee use of Golf Fee Types found in the Membership drop-down in CMA Office.
Import Installment Billings	An “On/Off” permission, checked means this employee can access the Import Installment Billings wizard found in the Membership drop-down in CMA Office.
Import Starting Balance	View/Edit/Create/Delete permissions that allow employee use of Import Starting Balances wizard found in the Membership drop-down in CMA Office.
Invoice Transfer Wizard	An “On/Off” permission, checked means this employee can access the Invoice Transfer wizard found in the Membership Module side-bar in CMA Office.
Manage Members	View/Edit/Create/Delete permissions that allow employee use of Manage Members module in CMA Office.
Marketing Campaign	View/Edit/Create/Delete permissions that allow employee use of Marketing Campaigns found in the Marketing Module side-bar in CMA Office. (See Member Marketing Role)
Marketing Templates	View/Edit/Create/Delete permissions that allow employee use of Manage Templates found in the Marketing Module side-bar in CMA Office. (See Member Marketing Role)
Marketing Wizard	An “On/Off” permission, checked means this employee can access the Marketing wizard found in the Marketing Module side-bar in CMA Office. (See Member Marketing Role)
Member Account Status	Allows access to member status, Active, Resigned, Deceased, etc.
Member Addresses	View/Edit/Create/Delete permissions that allow employee use of Addresses found in the Membership drop-down in CMA Office.

Office - Employees - Security Rights Manual

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