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Team Access - Staff Member Access

This support article is under construction 👷

Please pardon the incompleteness while we work on this. We have made the article visible in the meantime because the content may be useful.

Staff Team Access grants Team Access to Staff Members with complete OwnerRez access. Note that granting Team Access to Staff Members gives them access to everything in your OwnerRez account including bookings, payments, emails etc. Staff Members are basically a clone of you.

It is important to know that Staff Members will not receive System Alert emails. System Alerts only get sent to the OwnerRez User login email address on file.

Staff Team Access is not restricted by property or role - they can see and do everything. Be careful with this! The only limit you can apply to a Staff Member is that you can hide the Reports menu. Hiding the Reports Menu won't prevent Staff Members from seeing the financial information in individual bookings, but does make it less convenient for Staff Members to see all your financial numbers neatly organized and readily exported. If you are unsure, grant them Portal User Access instead.

WARNING!

Staff Members have full admin access to *EVERYTHING* in your account including bookings, payments, emails etc. Make sure you want to do this. If not, grant them Portal User Access instead.

Review the Team Access Overview to learn more about the Team Access feature.

Team Access Area

Everything is managed in Settings in the Team Access area. OwnerRez Users can navigate to your Team Access account by clicking on the drop down arrow of your account (upper right hand corner on your OwnerRez dashboard) and clicking on Team Access.

Or use the left menu to navigate to My Account > Team Access.

To grant Staff Member Access to your team, complete the steps below for each Staff Member or Owner. OwnerRez Users will invite each Staff Member with their name and email address. When you invite a Staff Member, an email will be automatically sent to them with a link they can use to log in and set their password.

In the Team Access area, you will note that you can toggle between the Staff and Portal Tabs.

Staff Team Invitations

Note we are in the Staff tab. You can invite Staff Members by clicking on the Invite Staff Member as shown below.

When sending Staff Member Invitations, you have the option to Hide reports menu at the time of the invitation. Be very sure that you know whether Staff Team Members should have full admin access to *EVERYTHING* in your account including bookings, payments, emails etc. If you are unsure, grant them Portal User Access instead.

Below we are giving Bob Peterson full Staff Member Access minus Financial Reports. Notice the Hide reports menu checkbox is checked. Click on Invite as shown below.

By default, the Hide reports menu checkbox is unchecked meaning that the invited Staff Member will have full admin access to *EVERYTHING* in your account including Financial Reports.

 

If you want to hide your Financial Reports from the Staff Member, you will have to check the Hide reports menu checkbox.

Staff Member Invitation Acceptance

When Staff Member Bob Peterson receives his Staff Member Email Invitation, and clicks on the link located in his email invitation, the link will open your Portal Log In page, as seen below. On this page Bob Peterson's name and email will be prepopulated. New Staff Members will Create a new account and can do the following during the invitation acceptance process:

  • Send an email to you, the OwnerRez User that sent the initial Email Invitation.
  • Update their First and Last Names.
  • If the Staff Member needs to update their email address, OwnerRez Users will need to send a new Portal Access Email Invitation.
  • Staff Members can create their own Password
  • Staff Members will have to check the I agree to the Terms of Service and Privacy Policy checkbox.

The Staff Member will then click on Join.

If the Staff Member already has a Staff Member Team account, they can use the same log in and password. Staff Member that already have an account can do the following during the invitation acceptance process:

  • Click on the I already have an account radio button.
  • Send an email to you, the OwnerRez User that sent the initial Email Invitation.
  • Update their First and Last Names.
  • If the Staff Member needs to update their email address, OwnerRez Users will need to send a new Staff Member Access Email Invitation.
  • Staff Members can log in with the same Password that they use for their other OwnerRez Staff Member accounts.

The Staff Member will then click on Link Account.

Staff Member Permissions

WARNING!

Staff Members have full admin access to *EVERYTHING* in your account including bookings, payments, emails etc. Make sure you want to do this. If not, grant them Portal User Access instead.

After Staff Member Email Invitations are accepted, OwnerRez Users can view Staff Member permissions or settings by following the directions below. Note we are in the Staff tab. To view Staff Member Bob Peterson's permissions, follow the directions below:

  • Click on Bob's name
  • Cllck on the pen icon
  • Click on the drop down arrow next to the pen icon to reveal the following options:
    • Edit this user
    • Open Bob's Staff Team Member information in a new Tab

We will see that Bob Peterson's Staff Member settings include the following:

  • We can't Log in as Bob as he is an admin level user and will see the same thing as we do (minus Financial Reports).
  • Permissions are noted as Full Admin Access.
  • Bob's Last Access was 8 minutes ago.

The Last Access item tells you the last time the Staff Member has logged in. This is useful information to verify that they were able to log in successfully and are keeping up to date on the system.

If a Staff Member forgets their password, you can click on Change in the Staff Member Settings to resend an Email Invitation. 

If you want to delete access for a Staff Member, you can click on Delete in the Staff Member Settings. This will open a new dialog window as shown below. To delete the Staff Member's access, click on Delete (and there's no way to undo this.) or click on Cancel to continue the Staff Member's Access.