This guide will help you manage users in your system, providing them with customized access based on roles. You can modify or delete users, and for security reasons, they are required to change their password every three months. All actions are tracked, and their history can be accessed for efficient management.
- Navigate to the Menu
- Open the Users / Team section to add or edit your team members.
📌 Note: It is recommended to add each team member as a separate user in the system, granting them access rights based on their individual roles. This allows real-time tracking of all actions performed by each user.
All changes are made by default by an Admin user. The admin role has full access rights and cannot be modified.
Add New User
- Click on the Menu button and select Users.
- Click on Add User to create new users. Fill in the following fields:
- Username: The username for authentication.
- Password: A unique password for the user.
- Re-enter password: Confirm the password.
- Email: The user's email address for account validation (Unique).
- Last name: The user's last name.
- First name: The user's first name.
- CNP: (Optional) The user's personal identification number.
- Phone: The country code and the user's phone number (Unique).
- User function: Choose the user's role from the available options.
📌 Note: If you wish to grant the user custom access rights, select No role and choose the desired rights in the User Access section.
If you need to add other user functions with custom access rights, see the section User Functions below in the manual.
There are five predefined roles. Each role has predefined access rights suitable for the specific needs:
Admin
Hotel Director
Head Receptionist
Reception
Housekeeping
- GDPR Access Level: Select the GDPR access level.
📌 Note: There are four types of GDPR access:
Operational: Allows operations with all personal data in the system.
Full (DPO): Allows full access. Only one user can have this access level.
Basic: Allows limited operations with personal data in the system.
Forbidden: No access to personal data in the system. This level is typically used for Housekeeping.
- IP: (Optional) Restrict system access only from your unit's internet network.
- Card data access: Grants access to view card data in bookings. More information about viewing card data can be found here.
- Logout Idle: Set the appropriate time for the account to automatically log out of the system.
Once you’ve filled in all the information, save your changes!
Edit User
- Click the Edit button on the right, next to the user's name.
- Make the necessary changes.
📌 Note: Users need to log out and log back in for the changes to take effect.
Once you’ve filled in all the information, save your changes!
Delete User
- Click the Trash can button next to the user.
- Type the user’s name.
- Confirm the deletion and click the Delete button.
📌 Note: Do not add a user with the same username as a deleted user!
Authenticate the User in the system (First Login)
The system will send an email to the added user’s address containing login details.
- For the first login of a user:
- The validation codes sent to the provided email address and phone number must be entered in the system for validation.
- The system will prompt the user to reset their password.
- After resetting the password, the user account becomes functional.
Authenticate the User in the system (Subsequent Logins)
- Access your unit’s login link (e.g., https://unitname.pynbooking.com).
- Enter the user’s name as configured in the system.
- Enter the account password.
📌 Note: For security reasons, each user is required to change their password every three months. When the password needs to be replaced, the system will display an automatic notice upon login.
Reset Password
If a user has forgotten their password, follow the steps below to reset it:
- On the login screen, click the Forgot Password? button.
- In the screen that opens, enter the user’s attached email address and click the Reset Password button.
- Go to the email inbox and click the link sent in the password recovery email.
- Enter a new password that must be at least 6 characters long, include at least one lowercase letter, one uppercase letter, and one number.
User Roles Functions
To add a new user role:
- Click Menu > Users/Team > User Roles.
- Click Add Role and fill in the necessary information.
Once you’ve completed all the information, save the changes!
📌 Note: If you change a user's role, they must log out and log back in for the changes to take effect.
Check User Actions
The system logs each action performed by users, along with the date and time it was performed:
- Click the Pynbooking logo in the top-left corner.
- Select the user you want to check from the top-right.
- The system will display only their actions.
📌 Note: You can later access the Logs Report for more informed and strategic management of your unit's resources and interactions. Learn more in the dedicated report section.
✅Done! You’ve gone through the information for this section!
