You use access privileges to control what information roles and users can add, edit, delete or view. Access privileges are used with access management. Proceed cautiously before making changes to any access privileges as any changes may have an impact on other users in your system.
You can change booking access privileges from either the Access Privileges screen on the Main Menu or from the Booking Configuration screen on the Access Privileges tab.
See below for a list of available booking access privileges.
Add/Change/Delete Bookings By Booking Status Limit
This access privilege controls who can add, change and delete bookings by checking the assigned booking status value for each role/user and comparing it to the status of the booking. You can assign each role/user a status level and the role/user can add, change and delete bookings with status levels at or below the assigned status level. For example, a role/user with a security level of 30 can add, change or delete bookings with a status of 30 or lower. A blank value or no value is the same as not assigning the role/user to the privilege. If a role/user is not assigned to the privilege and others are, then the role/user cannot add, change or delete any booking regardless of the status level of the booking. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add, change or delete any booking.
Add/Change/Delete Bookings By Space
This access privilege controls who can add, change and delete bookings based on the spaces assigned to each role/user in the privilege. Roles/users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details default to all spaces. To limit access to selected spaces, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.
If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to all spaces. If a role/user is assigned to the privilege (activating the privilege), all unassigned roles/users cannot add, change or delete any booking.
Add/Change/Delete Bookings By Space Type, Level 2
This access privilege controls who can add, change and deleting bookings based on the space types assigned to each role/user in the privilege. Roles/users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all space types. To limit access to selected space types, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.
If no roles/users are assigned to the privilege it is considered inactive, and all roles/users have access to all space types. If a role/user is assigned to the privilege (activating the privilege), all unassigned roles/users cannot add, change or delete any booking regardless of the space type assigned to the space.
Allow Access To Booking Calendars
This access privilege controls who can edit and view the events in the Booking Calendar. Any roles/users assigned to the privilege can edit and view events on the Booking Calendar while those roles/users not assigned to the privilege cannot access the Booking Calendar screen. If a role/user is assigned to the privilege but is set to View Only (enter Y into the Value field), the role/user can open the Booking Calendar screen but not make any changes. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can edit and view events in the Booking Calendar.
Allow Booking Status Change Up To Status Limit
This access privilege controls who can change the status for a booking by checking the assigned booking status level for each role/user and comparing it to the status of the booking. You can assign each role/user a status level and the role/user can change the booking status for any booking with a status level equal to or below the assigned status level. For example, a role/user with a security level of 30 can change the booking status for bookings at a status of 30 or below. A blank value or no value is the same as not assigning the role/user to the privilege. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users are can change the booking status. (except where other privileges may apply).
If a role/user is lowering the booking status, the user must lower it to a value lower than the value set in the Add/Change/Delete Bookings by Bkg Sts Limit access privilege. For example, a role/user can add, change and delete all bookings up to a status level of 30. The role/user is also assigned to this privilege with a value of 40. On a booking with a status level of 35, the user can reduce the status (but not change any other information for the booking) to any status level 30 or lower. The user cannot change the booking status from 35 to 32 and receives a message. The user can change the booking status from 35 to 28.
Allow Conflict Booking By Booking Status Limit
This access privilege controls who can add bookings that are in conflict by checking the assigned booking status level for each role/user and comparing it to the status of the booking in conflict. You can assign each role/user a maximum booking status level and the role/user can add bookings that are in conflict if the booking status level is equal to or below the assigned status level. For example, a role/user with a security value of 40 can add a booking that is in conflict as long as the new booking is a status of 40 or lower. A blank value or no value is the same as not assigning the role/user to the privilege. If a role/user is not assigned to the privilege, then the role/user cannot add any booking that is in conflict regardless of the status level of the booking. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add bookings in conflict.
This access privilege does not control the adding of bookings in general. It only controls bookings that are in conflict using the highest booking status for comparison.
Allow Delete of Notices
This access privilege controls who can delete notices and notice details. Roles/users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all notices. To limit access to deleting notices, right-click on the role/user assigned to the privilege and select Assign Details.
If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can delete all notices. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot delete any notices.
Allow Edit/Add of Notices
This access privilege controls who can edit and add notices and display notices on the property screens, such as the Property Booking Calendar. Roles/users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all notices. To limit access to editing and adding notices, right-click on the role/user assigned to the privilege and select Assign Details.
If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can edit, add and view all notices. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot add, edit or view notices on the property screens.
Allow Modification of Booking Rates
This access privilege controls who can assign or change booking rates for bookings. Any roles/users assigned to the privilege can assign or change the booking rate for bookings while any roles/users not assigned to the privilege cannot assign or change the booking rate for bookings. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can assign and change booking rates for bookings.
Allow Modification of Booking Unit Charge
This access privilege controls who can add or change the unit charge for bookings. Any roles/users assigned to the privilege can add or change the unit charge for bookings while roles/users not assigned to the privilege cannot add or change booking unit charges. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add and change booking unit charges.
Allow Moving Up of Booking Status By Opt Range
This access privilege controls who can move a booking from a lower status to a higher status within an option range. Any roles/users not assigned to the privilege cannot move a booking status within the option range to a higher option status if there is a booking with a status in between the booking status the role/user is moving and the option status the role/user is moving the booking. For example, when moving a booking status from Third Option to First Option, if a role/user is not assigned to the privilege and a booking exists with a status of Second Option, the user cannot move the status to First Option. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can move a booking from a lower status to a higher status within an option range.
This access privilege is used with Waitlist (Cascading) Bookings.
Days Out Limit for Viewing Future Events in Booking Calendar
The access privilege controls how far into the future roles/users can view events in the Booking Calendar. Any roles/users assigned to the privilege can see events the number of days out set by the Value field while any roles/users not assigned to the privilege cannot see event on the Booking Calendar. If the value is a number less than or equal to zero or is non-numeric, the role/user is considered not restricted by the privilege and can view all events on the Booking Calendar. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can view all bookings on the Booking Calendar.
Comments
13 comments
With the Add/Change/Delete Bookings By Space Type Limit where do you specify the (ABCD...) value for each Space Type? I can't see any reference that I can use with Access Privileges. I want to grant certain users with access to only book a certain space.
0 upvotes
Hi Gavin,
On the Edit Access Privilege screen, in the Access Privilege Details tab, there is a Value field. You can edit that field directly on the screen for the space type for the role and/or user.
Thanks,
Maggie
0 upvotes
Hi Maggie,
I understand that but where do you add the value for each space?
0 upvotes
Hi Gavin,
Sorry for misunderstanding the question! The value for the space is in the Space Types screen off of the Main Menu. Show the Code column and that is what is used in the Value field on the access privilege.
Thanks!
Maggie
0 upvotes
That's great thank you Maggie.
0 upvotes
Hi Gavin,
One of our experts was reviewing your questions and let me know that I led you down the incorrect path. You should use the Add/Change/Delete Bookings by Space Type Level 2. With that access privilege, you can right-click on the user/role on the Access Privilege Details tab and select Assign Details. You'll then have a screen where you can select the Space Types which is much easier to manage than having to entered codes strung together. Let me know if you need any additional assistance and apologies for leading you down the wrong path initially!
Thanks,
Maggie
0 upvotes
Don't worry Maggie I worked it out but thanks for updating anyway.
0 upvotes
I'm trying to allow a user group (all with the same role) to select "Mark/Unmark for Delete" for the bookings where they are assigned as coordinator but there seems to be some hidden restriction.
In Access Privileges they are allowed to "add/change/delete bookings by Space Type Level 2" with the correct space type assigned (both to the role and the individual users), additionally they are allowed "Event Modification by Coordinator". I also granted them the action "Mark/Unmark for Delete (2289/2290)" in Access Exceptions.
Unfortunately the "Mark/Unmark for Delete" does not appear when they right click on the booking within the event.
Is there any other restriction/exception/priviledge that I need to change?
0 upvotes
Hi Elisabeth.
Generally access privileges don't hide menu options. They way they usually work is you attempt to perform some action (delete a booking) and you get a message with the access privilege that is stopping you from doing that action. There are a few exceptions to this but I don't think it's an access privilege that is causing the delete options to be hidden.
Can you check to make sure there isn't a Deny for your users on the Mark for Delete/Unmark for Delete action? You can check this from the Role Access screen. Filter either the User or Role and for the Mark for Delete element and see if there is a Deny set for them. A Deny trumps a Grant so even granting the action won't make it show.
Some other things to help troubleshoot: can this user group delete bookings from any events at all or is it just certain events? Where are they trying to delete them from? Were they ever able to delete bookings and this is something new? This information will just help me figure out if there is more I can direct you to for troubleshooting or if we'll need to transfer it over to a ticket so the Client Care Team can review your database.
Thanks!
Maggie
0 upvotes
Hi Maggie, thanks for your quick reply.
In the Role Access, there is no Deny on Mark/Unmark for Delete for these Users. With one of their Roles it is assigned through the Feature Common Functions with another Role it is unassigned.
In other menu items (such as Registration order items) they can mark/unmark for delete, just not in bookings. So far they did not need to delete bookings as the events were created differently but their manager now wants them to be able to adjust the bookings.
Any help is appreaciated.
Thanks!
0 upvotes
Hi Elisabeth,
What status are the bookings at? Are they able to make other changes to the bookings but just can't see the Mark for Delete on their right-click menu? Can they make changes to other information on the event? Can anyone see the Mark for Delete option on those bookings or is it just this group of users who cannot see it?
Thanks,
Maggie
0 upvotes
The events are either on Approved (40) or Finished/Closed (60) and the bookings have the same status as the event. They can see the following menu items when they right-click on the bookings:
They can change other info on the event (change status, add/edit/cancel registrants and service orders to name a few).
Other users (such as my non-admin account) can see the menu option Mark/Unmark for Delete for the same bookings/events although they are restricted from modifying these boookings by Action restriction:
0 upvotes
Hi Elizabeth,
I've run this by a few people and there's nothing obvious that stands out. I am going to create a ticket for you. Be on the lookout for an email from the Client Care Team with your ticket number. They will be able to look at your privileges and access in detail and help determine what is causing the menu option to be hidden. Thank you for your patience as I asked so many questions, and sorry that I wasn't able to resolve it for you!
Thanks,
Maggie
0 upvotes
Please sign in to leave a comment.