In the lower right portion of the Admin View is the Users section. Tap the Access Rights button to set and control access to password protected features on the OpenTable system. Tap the User Account Admin-istration button to create user accounts and assign them access rights. Tap the Change Password but-ton to change your password.
Figure 18-1: Admin View - Users
Access Rights
The Access Rights section allows restaurant management to lock certain features and require a password before an action can be completed.
Figure 18-2: Admin View / Edit Access Rights Dialog
1 Access Rights Lists each feature that can be locked
5 Checked / Unchecked items
Checked items are locked (requires a password) and unchecked items are un-locked (do not require a password)
2 Description Description of each feature 6 Save Save your changes
3 Instructions Provides instructions on what to do 7 Exit Exit and return to the Admin View 4 Category
Headings
Features are grouped into categories
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Features and Descriptions of User Access Rights
The following areas can be password protected:Access Rights Descriptions
Add / Change Reservations
Reserve Manager Slot Make a reservation in a Manager Slot
Cancel Reservations Cancel a reservation
Change Reservation Time Change time of reservation
Decrease Party Size Decrease party size of existing reservation Increase Party Size Increases party size of existing reservation Insert Reservation Insert slot / make a reservation in one step
Large Party Booking Make a large party reservation
Move Reservation / Entry Move a Reservation
Overbook Max Size Book a reservation larger than the slot’s maximum party
Add / Change Empty Slots
Configure Manager Slots Configure empty Manager Slots
Configure Standard Slots Configure empty Standard Slots Delete Inserted Slots Delete empty inserted Standard Slots
Insert Standard Slots Insert empty Standard Slots
Unblock Slots Unblock empty slots
Generate Reports
Access Reports Access All Reports
Export Data Export guests and reports
Marketing E-Mail Send Marketing E-Mails
Print Reports Print Reports
Run Guest Reports Run the Guest Reports
Maintain Guests
Delete Guests Delete guests
Merge Guests Merge guests
Add / Change Credit Cards
Credit Card Administration Access credit card information Table 18-1: List of User Access Rights Features and Descriptions
Locking Features
To lock a feature and require a password:
1. Tap Admin on the Side Navigation Bar. Tap the Access Rights button. The Edit Access Rights Dialog is displayed.
2. Scroll down the list of features until you find the feature that you want to lock.
3. Tap the blank space (under the Lock column) next to the feature. A checkmark appears, indicating this feature now requires a password to access it.
4. Tap Save to save your changes.
Administration
Admin View Access the Admin View
Main Options
Sheets, Floor Layouts, Schedules Change sheets, floor layouts, and schedules
Schedules Tab / Wizard Change schedules
Reservation Sheets Tab Add, change, delete reservation sheets
Floor Layouts Tab Add, change, delete floor layouts
System Settings Access System Settings
Floor Management Settings Access Floor Management Settings List
Servers Add, change, delete Servers
Reservation and Guest Codes Add, change, delete Reservation and Guest Codes Hotels and Concierges Add, change, delete Hotels and Concierges Other Options
E-Mail Settings Change E-Mail Settings
Table Status Settings Change Table Status Settings
POS Settings Change POS Settings
Screen Saver Clear the screen saver
Users
Access Rights Access Rights
User Account Administration Add, change, delete users
Change Password Change user passwords
Access Rights Descriptions
Table 18-1: List of User Access Rights Features and Descriptions
Unlocking Features
To unlock a feature:1. Tap Admin on the Side Navigation Bar. Tap the Access Rights button. The Edit Access Rights Dialog is displayed.
2. Scroll down the list of features until you find the feature you want to unlock.
3. Tap the checkmark to unlock the feature. The checkmark disappears and a password is no longer required to access this feature.
4. Tap Save to save your changes.
User Account Administration
After configuring system Access Rights, you can create different user accounts that have access to some or all password protected features. For example, you may want to allow your host and reservation staff to have access to a few select features while giving your managers access to most or all features.
Add a new User Account
To add a new user account:1. Tap Admin on the Side Navigation Bar. Then tap the User Account Administration button. The Edit User Accounts Dialog is displayed.
Figure 18-3: Admin View / Edit User Accounts
1 User Name User name 8 Add Add a new user account
2 First Name First name of user 9 Change Edit user account
3 Last Name Last name of user 10 Delete Delete user account
4 Active? Status of user account 11 Copy Copy an existing user account to create
a new account 5 Description Description of user account 12 Disable Disable user’s account 6 Instructions Provides instructions on what to do 13 Change Password Change user’s password 7 Users Displays a list of user / accounts 14 Exit Exit and return to Admin View
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2. Tap Add at the bottom of the dialog. The Add User Dialog is displayed.
3. Enter a User Name, First Name and Last Name. 4. Enter a description in the Description field.
5. Tap the Change Password button to set the user’s password.
6. Tap the the blank column (under Allow column) next to the features that you want the user to have access to. A checkmark will appear in the Allow column. Tapping the feature again removes the check-mark and the user will no longer have access to this feature.
7. Tap Save to save your changes. The user’s password will allow the user to access all features that have a checkmark next to it.
Edit User Account
To edit a user account:1. Tap Admin on the Side Navigation Bar. Then tap the User Account Administration button. The Edit User Accounts Dialog is displayed.
2. Highlight the user that you want to edit.
Figure 18-4: Add User Dialog 4
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3. Tap Change at the bottom of the dialog. The Edit User Dialog is displayed.
4. Make the necessary changes.
5. Tap Save to save your changes.
When a user tries to use a locked feature, the system will prompt the user for a password. After the user enters their password, the system checks to see if the user has access to the feature.
Delete a User Account
To delete a user account:1. Tap Admin on the Side Navigation Bar. Then tap the User Account Administration button. The Edit User Accounts Dialog is displayed.
2. Highlight the user that you want to delete.
3. Tap Delete at the bottom of the dialog. A confirmation dialog is displayed.
4. Tap Yes to delete the user.
Figure 18-5: Edit User Dialog
Figure 18-6: Delete User Confirmation Dialog
Copy a User Account
To copy a user account:1. Tap Admin on the Side Navigation Bar. Then tap the User Account Administration button. The Edit User Accounts Dialog is displayed.
2. Highlight the user that you want to copy.
3. Tap Copy at the bottom of the dialog. The Copy User Account Dialog is displayed.
4. Enter a new User Name, First Name and Last Name.
5. Enter a password (minimum 7 characters). Then re-enter the same password.
6. Tap Save to save your changes.
Disabling a User Account
To disable a user account:1. Tap Admin on the Side Navigation Bar. Then tap the User Account Administration button. The Edit User Accounts Dialog is displayed.
2. Highlight the user account that you want to disable.
3. Tap Disable (lock icon) at the bottom of the dialog to disable the user account. The user account sta-tus now says, “No” in the Active ? column. This user account will no longer have access to any of the password-protected features.
Enable a User Account
To enable a user account:1. Tap Admin on the Side Navigation Bar. Then tap the User Account Administration button. The Edit User Accounts Dialog is displayed.
2. Highlight the user account that you want to enable.
3. Tap Change at the bottom of the dialog. The Edit User Dialog is displayed.
4. In the Account Status section, tap the dropdown and select Active. Tap Save to save your changes.
Figure 18-7: Copy User Account Dialog
Change User Password
If you need to change or reset a password, you can do this without knowing the old password. Simply enter a new password and re-enter the password again to confirm.
To change or reset a user’s password:
1. Tap Admin on the Side Navigation Bar. Then tap the User Account Administration button. The Edit User Accounts Dialog is displayed.
2. Highlight the user that you want to change the password.
3. Tap the Change Password button on the bottom of the dialog. The Change Password Dialog is dis-played.
4. Enter a new password (minimum of 7 characters). Then re-enter the same password.
5. Tap Save to save your changes.
Change Password
When you need to change your password or another user’s password, you can do this by going to Admin View and tapping the Change Password button. You must have the old password in order to change it.
If you or a user forgets their old password, then you must go to the User Account Administration section.
(For more information, refer to the Change User Password section above.) To change a user’s password:
1. Tap Admin on the Side Navigation Bar. Then tap the Change Password button.
2. If your system is configured to password protect the ability to change passwords, the system will prompt you for a password. Enter a valid password and tap OK.
3. The Change Password Dialog is displayed.
4. Enter the old password.
5. Enter a new password (minimum 7 characters). Then re-enter the new password to confirm.
6. Tap Save to save your changes.
Figure 18-8: Change User’s Password
Figure 18-9: Change Password Dialog