Role Management

Use Role Management to define which G3 RMS pages your users can access and what they can do there. For example, a Role might have permission to read and write on all Dashboards, to only view the Manage pages, and have no access to Configure pages.

The user with the System CEO Role can create other Roles, then assign them to users in User Management. They ensure appropriate user access by ranking Roles and by defining if their users can create other users.

Setup Steps

  1. Click , then Permissions, and then Roles.
  2. Enter a unique Role Name.
  3. Add an optional Role Description.
  4. If the Role is for corporate users, select the Corporate Access checkbox. See Corporate Access Roles above.
  5. Clear the View Announcements checkbox if you do not want users in the Role to see product announcements when they open G3 RMS
  6. In the Module column, begin by setting permissions at the main level. Permissions set at this level apply to all modules and functionality within that tab.
    • Read/Write: the user has full access to the modules and functionality
    • Read Only: the user can view and interact with the tab and modules but cannot save changes
    • No Access: the user cannot see the tab or view any of its module
  7. Click to open a module and define the permissions at a more detailed level.
    For example, in Special Events Management ( under Configure and Forecasts), you can grant Read/Write permission to create Special Events and Read Only access to categories.
  8. Click Save. The new Role displays at the bottom of the list in the left panel and is available in User Management.
  9. Click the add icon to add additional Roles.
  10. If you have multiple roles, use the arrows to change their ranking, if needed.

If you need to create a Role that is similar to an existing one, save time by copying the existing Role and editing its permissions.

  1. Click , then Permissions, and then Roles.
  2. Filter for the Role to copy by typing a string of characters from the name in the Search field in the left side bar.
  3. Click the Role name in the list of Roles.
  4. Click the copy icon .
  5. Change the copied Role Name to a new, unique name.
  6. Edit the permissions, following the steps to create a Role that are defined above.
  7. Click Save. The new Role displays in the List of Roles in the left sidebar and is available in User Management.

Changes to a Role's permissions go into affect immediately. Users in the Role who are currently signed in will receive the new permissions after their screen refreshes.

  1. Click , then Permissions, and then Roles.
  2. Filter for the Role to edit by typing a string of characters from the name in the Search field in the left side bar.
  3. Click the Role name in the List of Roles.
  4. Edit the Role details and permissions, following the steps to create a Role that are defined above.
  5. Click Save.

You cannot delete a Role if users are assigned to it, even if those users are deactivated. Before you delete a Role, go to User Management to assign its users to a different Role. Use the User Report to identify all the users in a Role.

  1. Click , then Permissions, and then Roles.
  2. Filter for the Role to delete by typing a string of characters from the name in the Search field in the left side bar.
  3. Click the delete icon for the Role.
  4. Click Yes to confirm the deletion.

Best Practices for Managing Roles

Understand the Responsibilities of the System CEO Role

For every new property, IDeaS automatically creates a System CEO role and assigns one user to that Role to act as a user administrator. That administrator has Read/Write access to all the property's pages and functionalities, including newly released ones. You can't change the permissions or the ranking for the System CEO Role. The System CEO is responsible for:

  • Setting up other Roles in Role Management and creating user accounts in User Management for anyone else at the property who uses G3 RMS.
  • When new features are released, providing the appropriate level of access to existing users.

If you find that you do not have the access to the existing or new functionality that you expect, your Role's permissions may need to be updated by your System CEO. Contact your supervisor or corporate Revenue Management representative.

Assign the Appropriate Access by Ranking Roles and Using Corporate Access

Ranking Roles

Rank your Roles to ensure that a user can only create other users with the same or a lower-ranked role, not with a higher-ranked role. When you add a role, it is ranked lowest by default. The rank of the System CEO is the highest role and can't be changed.

Note: a user with different roles at different properties can create and edit users based on his higher role.

Corporate Access

A Role with the Corporate Access checkbox selected can do the following:

  • Access the Role Management and Authorization Group Management modules. If you do not select Corporate Access, these modules cannot be enabled for the Role.
  • Create, assign, and delete corporate and non-corporate Roles. Users in non-corporate Roles can assign only non-corporate Roles and cannot create or delete any Roles.
  • Edit all users in all properties, including activating and deactivating users.

Examples of Roles

If you need to give other users access to G3 RMS, you may also need to create Roles that give other users less access than your own System CEO Role. Here's a common list of Roles, as an example.

Role Access
Group Sales

Read/Write access to Group Pricing Evaluation and Read Only access to Dashboards, Monitor, and all Manage modules. No Access to Configure modules.

Note: Read Only access allows a user to run reports.
Read Only (Monitoring Role)

Read Only access to most modules, but No Access to Configure modules.

Note that Read Only access to Information Manager allows a user to view Alerts, but after they view it, the Alert status is still New, not Viewed.

G3 RMS User For someone supporting the System CEO, with similar Read/Write access to all modules, but with some limitations. For example, you can limit access to more restrictive overrides like fixed overbooking overrides or key setup menus like Rooms.
Learning Only For someone that has Discover Learning Access in User Management, but who doesn't use G3 RMS. Set all modules to No Access.