Manage Users

Overview

Click on Manage Team to:

• Add new teammates and give them the right role
• Update user details or change roles as responsibilities change
• Remove access when someone leaves or no longer needs Supplier Portal access.
  

Before you start

• You can only manage users if your role includes user-management access (specifically Super Admin or Admin).
• Keep user access least-privilege: give only what’s needed for the job.

Create a user

1. Go to Manage Team
2. Select Add user
   
3. Fill in the following mandatory fields:
   • Name - Full Name
   • Work Email - Business email
   • Job Title - Role or Designation of the user
   • Department - Choose from the list of options.
4. Assign:
   • Access Level - What the user can do - see the helpful pop-up to know what each role can do or learn more here.
   • Properties Assigned - which properties the user can access
     • You can only assign hotels/properties that you already have access to.
       
5. Click Create user.
6. The user is listed as ‘Invited’ in the Manage Users page until the user accepts the invitation and logs in to the Supplier Portal.

Tips

• Use the property assignment to keep access scoped to only the hotels the user supports.
• If you see a shortened list, use Show all to review all assigned hotels (where available).

Edit a user

1. Go to Manage users
2. You can click on the row or scroll to see the Edit button to open the user profile.
   
3. Update one or more fields.
4. Click Save changes

Common reasons to edit

• Responsibility change (role change)
• New hotel ownership (property access change)
• Correcting job title/department for reporting and governance

Cannot see the Edit button?

• A Super Admin user cannot be edited.

Deactivate or delete a user

When someone should no longer access the Supplier Portal, remove access promptly.

1. Go to Manage users
2. Find the user and click on the name or click on the Edit button.
3. To deactivate or reactivate a user, toggle the Status button
   1. This action can be undone, to reactivate follow the same process.
4. To deleted click on the Delete user button
   1. This action is permanent, once a user is deleted they cannot be recovered.
   2. You can only delete a user if the user is active.
      
5. Click Save changes.

When to Delete and when to Deactivate?

Delete a user when they are no longer working in your organisation or if someone was incorrectly added, invited.

Deactivate a user, if you will need to reactivate them later, examples are long time-offs after which the user will resume their roles. 

What is a “team” in Supplier Portal?

A team is how you organize Supplier Portal users based on how your organization works (for example: Revenue, Reservations, Finance, or Corporate vs Property operations).

Why teams help

Teams make it easier to:

• Scale user management as your organization grows
• Keep access organized by function (who needs to create promotiona ARI vs who only needs reports)
• Reduce risk by avoiding “everyone gets access to everything” patterns
• Onboard faster by using repeatable patterns for role + hotel access

Suggested team structure (example)

• Corporate Revenue / Distribution
  • Owns pricing, promos, and availability strategy across multiple properties
• Property Operations / Reservations
  • Day-to-day inventory, stop-sell, and reservation operations
• Finance
  • Reporting and downloads needed for reconciliation and finance workflows

Good practice: map teams to roles + hotel scope

For each team, standardize:

• Default role (permissions)
• Default hotel / property access pattern
• Who is allowed to manage users in that team (usually an Admin)

How role-based access works

• A role defines what a user can do inside Supplier Portal.
• In general, if something is not explicitly granted, it is not available.

Supplier Portal roles (typical)

Super Admin

Best for: primary administrators who own access governance.

Common access:

• Manage users (create/edit/deactivate) and assign roles
• Full access across Supplier Portal areas

There must always be atleast 1 Super Admin in each Hotel group.

Admin

Best for: operational leaders who manage day-to-day work.

Common access:

• Broad access across Supplier Portal features
• May manage certain user types e.g., create/manage “lite” users

Analyst

Best for: analysis-focused users.

Common access:

• Read-heavy workflows (analytics, reporting)
• Owns pricing, promos, and availability strategy across multiple properties
• No User Management

Reservation

Best for: reservations/operations teams.

Common access:

• Reservation workflows, operational tools
• Limited access to admin/configuration actions

Finance

Best for: finance teams.

Common access:

• Financial and reporting workflows (downloads, reconciliation-related views)
• Limited access elsewhere

What to do if someone can’t access a page or action

• Confirm the user has the right role
• Confirm the user has the right hotel / property assignments
• If needed, ask a Super Admin to update the role or access scope