iDSS Help Document
User Manual Chapter 11
Australian Patent 2005214930|US Patent 8560355
User Manual Chapter 11 Permission Levels & Roles
© iDSS 8.0| Internet Destination Sales System Inc. | 2016 CONFIDENTIAL: This document is intended for use only by the intended recipient and contains privileged or confidential information. Any unauthorized dissemination or disclosure of any information contained is strictly prohibited.
Updated March 2016 iDSS © 2016
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TABLE OF CONTENTS Chapter 11 – Permission Levels and Roles 11.1
11.2 11.2.a 11.2.b 11.3 11.3.a 11.4
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iDSS Permission Levels – Login Roles of Users Type #1 - Client Type #2 - Sales Type #3 - Membership Type #4 - Inquiries Type #5 - Miscellaneous Internal Roles Type #6 - Partners Type #7 - Housing & Registration Creating Login Rights for Employees Inactivating Login Rights for Employees Changing Passwords Creating Login Rights for Partners (Auto Assign) Inactivating Login Rights for Partners Creating Logins for Partners That Accept Leads for More Than One Property(Switch To Feature)
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Chapter 11 – Permission Levels & Roles The iDSS system has several different levels of users. Certain rights are given to each type of user. Some users will see and be able to use more of the system than others. Each of these Login Types are set-up by the person you designate to be the Client Admin. Each employee in your organization using the iDSS system will be assigned one of six types of logins: Client Admin, Client User, Sales Admin, Sales User, Membership Admin or Membership User. With each type of role comes your own login name and password to the system, and a certain set of rights.
11.1 iDSS Permission Levels - Login Roles of Users Here are descriptions of the different types of users within the iDSS system: Internal Employee Roles: Client Admin Client User Sales Admin Sales User Membership Admin Membership User Inquiry Admin Inquiry Only Services User Media Adv Housing Admin Housing User Constant Contact User MINT Admin Informz User Contractor Exact Target User Accounting User Local Events Admin Local Events User Sales Quick Lead Survey User XtraNet Roles for External Users (Not Employees): XtraNet Lead Admin XtraNet Data Update XtraNet Accounting XtraNet Event Planner XtraNet Publisher XtraNet Housing Admin
XtraNet Lead User XtraNet Lead Pickup XtraNet Board Member XtraNet Inquiry Lead RAH Sponsor XtraNet Housing User
Each role will be described in detail in the following pages. Every employee MUST have ONE of these roles: Client Admin, Client User, Sales Admin, Sales User, Membership Admin, Membership User or Inquiry Only. ALL other roles are ADDITIONAL ROLES you can give employees to see more parts of the system. iDSS © 2016
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Type #1 – Client Client Admin This is the super user of the system. This role is designed for users that will be dealing with all aspects of the system. They have rights to configure lookups and connections, work with membership, create events, send out leads, give query permissions, and set up logins. There are usually only one or two people at each DMO with Client Admin Rights. ADMIN MENU The Client Admin will see the Admin Menu, and within that, will have access to Client Admin, Partner Admin, Accounting Admin, and if you are Using Lodging and Reg and DMAI’s EmpoweMINT, you will see those menu items in the dropdown list as well. You will also see an option under Queries/Reports called Scheduled reports. CLIENT ADMIN
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PARTNER/MEMBER ADMIN
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User Manual Chapter 11 LODGING & REGISTRATION
All Menu’s Available to Client Admins: Note: If you do not see Lodging & Reg, and are interested in using this module, please contact
[email protected] for a demo and quote.
Tabs Available: Accounts: Account/Tasks/ Partnership/ Pricing/Details/Accounting/Events/ Connect/Files/Mint/ Media/Brochures iDSS © 2016
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Contacts: Contact/Tasks/Details/Distribution Lists/Login/Personal Information/ Connect/Files Events: Main/Dates/Lead/Response/EIC/Tasks/Sales/Services/Details/Expenses/ Itinerary/Lost & History/ Connect/Files
Special Notes about Client Admin Role: *Client Admin’s can see ALL Distribution Lists whether they have permissions to view/edit them or not. *Client Admin’s are the only ones that can change the status date on an event. *Client Admin’s and Sales Admin’s are the only ones that can inactivate an event or delete and event summary. *Client Admin’s and Membership Admin’s are the only ones that can create/manage logins for employees. Client, Membership, and Sales Admins, can set up logins for external partners. *Client Admins are the only ones that can add/remove inventory unless the role of inquiry admin is given. *Best Practice is that Only 1 or 2 employees should have Client Admin rights! Client Admins see the Goals Dashboard, Open Tasks, Open Leads, and Partner Messages sections on their Home Page.
Client User This is the user working with Accounts, Contacts, Inquiries, and Tasks. The Client User has the least amount of rights. This user can edit, add, or change accounts and contact information. They do not have rights to any event information. This user can create invoices and terms. This user can do an Account Details Search. This user cannot create any logins. This user cannot add/edit/manage inventory.
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Menu’s Available:
Tabs Available: Accounts: Account/Tasks/Partnership/Pricing /Details/Accounting/Connect/Files/ Brochures Contacts: Contact/Tasks/Details/Distribution Lists/Connect/Files Client User’s see the Goals Dashboard, and Open Tasks sections on their Home Page.
Type #2 – Sales Sales Admin This is for the Sales staff that creates Accounts, Events, and sends out Leads. This user cannot create membership terms, invoices, but they can see the login tab on a contact record in order set up External Partners for the Xtranet. This user can see and work all events and leads associated with those events. Sales Admin has the right to delete an Event Summary, and inactivate events. iDSS © 2016
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Menu’s Available:
Tabs Available: Accounts: Account/Tasks/Details/Events/Connect/Files/Brochures Contacts: Contact/Tasks/Details/Distribution Lists/Login/Personal/Information/ Connect/Files Events: Main/Dates/Lead/Response/EIC/Tasks/Sales/Services/Expenses/Itinerary/ Lost & History/Connect/Files Sales Admins see the Goals Dashboard, Open Tasks, Open Leads, and Partner Messages sections on their Home Page.
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Sales User This is for the Sales staff that creates Accounts, Events, and sends out leads. This user can see and work all events and leads associated with events. This user cannot create new membership terms, logins or invoices. Sales Users can not delete Event Summaries or inactivate events. Menu’s Available:
Tabs Available: Accounts: Account/Tasks/Details/Events/Connect/Files/Brochures Contacts: Contact/Tasks/Distribution Lists/Personal Information/Connect/Files Events: Main/Dates/Lead/Response/EIC/Tasks/Sales/Services/Expenses/Itinerary/ Lost & History/Connect/Files Sales Users see the Goals Dashboard, Open Tasks, Open Leads, and Partner Messages sections on their Home Page.
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Services User This is for the Services user that can work Inquiries, Accounts, Contacts, Events, Details, Calendars, and see/use Queries and Reports. This Additional role, allows you to see the tabs within the Services tab on an event, and you will also have an extra section for Services Events on the Home Page. Menu’s Available:
Tabs Available: Accounts: Account/Tasks/Details/Events/Connect/Files/Brochures Contacts: Contact/Tasks/Distribution Lists/Personal Information/Connect/Files
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Events: Main/Dates/Lead/Response/EIC/Tasks/Sales/Services/Expenses/Itinerary/ Lost & History/Connect/Files Services Tab of Event: Tasks/Tags/Supplies/Registration/Speaker/Press/Tours/ Welcome Center/Booths Sales Admins or Sales Users with the Additional Role of Services User, see the Goals Dashboard, Open Tasks, Open Leads, Services Event Section, and Partner Messages sections on their Home Page. The home page Services Event section, is where you will see any future Definite event where you are listed as Services Rep on the event.
Type #3 – Membership Membership Admin This is for the Membership staff that creates Accounts and works with members and invoicing. They have rights to set up Membership and Accounting Configurations. This user can create, change, and edit logins to the system.
Menu’s Available:
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PARTNER or MEMBER ADMIN
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ACCOUNTING ADMIN
Tabs Available: Accounts: Account/Tasks/Membership or Partnership/Pricing/ Details/ Accounting /Connect/Files/Brochures Contacts: Contact/Tasks/Details/Distribution Lists/Login/Personal Information/ Connect/Files Membership User iDSS © 2016
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This is for the Membership staff that creates Accounts and works with members and invoicing. This user can create, change, or edit member Accounts and Contacts. The only thing the Membership User can do under the Admin Menu is add “Batch Payment Entry,” they do NOT have access to the rest of the Member/Partner Admin or Accounting Admin Menus. They do not have access to create Logins for External Partners. Menu’s Available:
Tabs Available: Accounts: Account/Tasks/Membership or Partnership/Pricing/Details/ Accounting/Connect/ Files/Brochures Contacts: Contact/Tasks/Distribution Lists/Personal Information/Connect/ Files
Type #4 – Inquiries Inquiry Only This login can be used for Visitor Center staff, and only allows the user to see the Inquiries, and Queries/Reports Menus. Menu’s Available:
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Inquiry Admin The additional role of Inquiry Requests Lead Module allows you to use an iDSS Web Service on your website so people can go to your website to request more information from local Partners such as Hotels, Attractions, etc. If your company would like to use our Inquiry Leads Module, contact
[email protected] and we will turn on the role of Inquiry Admin. This will allow you to see the Request Leads Set Up under the Inquiry Menu in order to set up which partners will receive Inquiry Leads. Once this role is checked, you will see the Inquiries > Requests Leads Setup menu.
The top section is to send auto-generated leads to your partners for Requested Items on Inquiry Records. The bottom part of the screen is to send auto-generated leads to your partners for Completed RFP tabs within an Inquiry record. This role also allows you to Add/Edit Inventory.
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Type #5 – Miscellaneous Internal Roles There are also several other types of additional login roles that may be created especially for a certain DMO such as yours. Each of these miscellaneous roles has different types of rights, depending on the DMO’s needs. Constant Contact User If your company has purchased a Constant Contact integration through iDSS, and has the Constant Contact Integration turned on, you will be given the role of Constant Contact User. This will allow you to Sync iDSS Distribution Lists with your Constant Contact account. Exact Target User If your company has purchased an Exact Target contract through iDSS, and has the Exact Target Integration turned on, you will be given the role of Exact Target User. This will allow you to Sync iDSS Distribution Lists with your Exact Target account. Informz User If your company has purchased an Informz integration through iDSS, and has the Informz Integration turned on, you will be given the role of Informz User. This will allow you to Sync iDSS Distribution Lists with your Informz account. iDSS © 2016
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MINT Admin If your company would like to use our Integration with DMAI’s EmpowerMINT, we will give you the role of MINT ADMIN. This will allow you to see the MINT tab on an Account and within an Event. This tab will appear when an event is in Definite status and meets certain Mint criteria such as attendance size, etc. Media-Adv If your company would like to use our Media & Advertising module, we will give you the role of Media Adv. This will allow you to see the Media tab within an account. This tab will allow you to track External Media Mentions, Web Statistics, and all internal Advertisements. Inquiry Admin If your company would like to use our Inquiry Leads Module, we will give you the role of Inquiry Admin. This will allow you to see the Requests Leads Setup under the Inquiry Menu in order to setup what partners will receive Inquiry Leads. Contractor This login can see account and contact search, reports and queries (if you give them rights to reports and queries. They can see the Account, Tasks, Membership tab and Files tab within an account and Contact, Tasks and Files tab within a contact with NO save buttons – read only. Accounting User This is for the Accounting User that only has the rights to manage your destinations product list. This is an additional role that gives the user the Accounting Admin > Manage Products menu option. Local Events Admin This user is able to set up and edit the Local Events Module. They can add events, delete events, and change events. They will be able to access Tools > Search Local Events, Tools > Local Events Calendar and also Admin > Local Event Calendar. Local Events User This user is able to access the Local Events Module. They cannot set up the module, but they can add, and edit local events. They have access to Tools > Search Local Events and Tools > Local Events Calendar. Sales Quick Lead Users with this role have access to the Info Tab and Tools > Create Lead. Survey User The Survey User has access to the Survey Tab within an event and also has access to Tools > Surveys > Send Survey Campaign and Tools > Surveys > Build Surveys.
Type #6 – Partners (External Users) XtraNet - Lead Admin: This is for the Partner users who both assign and/or work leads at a partner Hotel. This user can see all new leads that come to their location and have the rights to assign leads to different employees within the iDSS © 2016
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system. This user can not see any data input into your system such as Accounts, Contacts, Events, Inquiries, etc. They can only see and work leads sent to their own hotel (location). XtraNet - Lead User: This is for the Partner user that only works leads. This user does not have rights to assign leads. They can only see their own leads. This user can not see any data input into your system such as Accounts, Contacts, Events, Prospects, etc. They can only see and work leads sent to their own hotel (location) that are already assigned to them. XtraNet – Lead Pickup: This role does not have to be, but should be assigned with either Partner Admin or Partner User. A Partner given this role will have an extra section at the bottom of their Home Page allowing them to respond to Pickup Requests after an event has gone Definite and is in the past. They do not have to be assigned the lead in order to enter Pickup/Contacted numbers for an event. XtraNet - Data Update: This is for the person at any of your Partner locations that you want to be in charge of updating their account information such as contacts, addresses, venue information and category and directory descriptions. If this same person also has a role of Partner Admin or Partner User, they will have the Manage Account menu option added to their system and be able to see both Leads and Manage Account. XtraNet – Accounting: This is for the Partner who would like to receive their invoices via email and/or through the Partner XtraNet. They can print invoices and even pay them online via credit card using this role. XtraNet - Event Planner: This is for the Event Planner to login to the XtraNet so they can receive attached documents you have sent them, as well as see the Response Tab of an event if you allow them to. XtraNet – Board Member: This is for your Board Members so they have a login to iDSS so you can send them messages and attached documents at any time. XtraNet – Inquiry Lead: This is for the Partner user that wants to receive Inquiry Leads. If someone goes to your website and requests more information about Rafting, you can set up all your Rafting partners to receive Inquiry Leads. If anyone requests rafting info, the system will send all your Rafting partners an email with the contacts email and mailing address automatically so the Rafting partner can send this contact their requested information. Contacts with just this role will NOT login to the system but receive automatic emails only. XtraNet – Publisher: This is for the Publisher to be used with our Advertising Module. You can send files to your publisher/printers for review and they can send files back to you as well.
Type #7 – Housing & Registration Roles Housing Admin (Internal DMO): This is for the Housing DMO Admin user that can configure new Housing or Registration events and configure hotel accommodations for the Housing and Registration section of IDSS. This user can iDSS © 2016
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only work with Housing and Registration and does not have access to any other part of the system. This is the type of only user who can set-up new Housing and Registration events. Menu’s Available:
Tabs Available: Account: Account/Lodging Contact: Contact Lodging/Reg Event: Detail/Registration/Lodging/Look & Feel/Content Acknowledgements/Profile Configuration Housing User (Internal DMO) – Call Center: This is for the Housing DMO User that can search for reservations and create new reservations and acknowledgements for Housing and Registration events already set-up by the Housing DMO Administrator (shown above). Creating and editing reservations and acknowledgements are the only thing this user can do. Menu’s Available:
Lodging/Reg Event Tabs: Detail/Content/Acknowledgements/Profile Configuration XtraNet- Housing Admin or Xtranet Housing User:
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This is for the Housing Hotel Admin or User at your Partner hotels. This person can see all Lodging events and reservations made for a particular event FOR THEIR HOTEL ONLY. The can print Reports from the Event Detail dropdown list. The only difference between the two roles is that Xtranet-Housing Admin gets a SAVE button to be able to make changes to information on the Accommodations tab of an event such as the Description, Policies, Sub-blocks, Inventory, Inventory Closing Date, etc. Xtranet Housing Users do NOT get a save button, and can ONLY VIEW information for the event. Menu’s Available:
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RAH Sponsor: This is for the Meeting or Event Planner for the Housing event. The Meeting Planner can login and see how the event is coming along during the open and close dates of the event.
See the iDSS Lodging and Registration manual for more information.
11.2 Creating Login Rights for Employees The Login Tab is found within a Contact record. Client Admin’s, and Membership Admin’s are the only ones with rights to setup logins for Employees and this is only if they have rights to see/edit the internal staff login account. To set up new Login’s click on the Login Tab under the employee’s contact record in the internal staff login account.
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The list of roles shown above is ALL the available roles in iDSS. Depending on what parts of the iDSS System you purchased, you may not see ALL of the listed roles above. The roles that start with Xtranet are all External Roles and no one from the DMO should have any of these roles selected. If you need to see what the partners see, you have the ability to impersonate them on their contact record login tab. *You will NOT be able to impersonate internal staff, only external partners. To create a login to iDSS, create a unique User Name and password for the employee. An example of a User Name is john@acvb or just use their Email address as the username. Passwords must be a minimum of 6 characters long and are case sensitive. Once a user name has been used once, it can not be re-used. When you select an internal role like Sales Admin or Member Admin, the options shown below will appear:
The “Rights to Turn Leads Definite” checkbox - If this box is checked, this employee can turn an event to Definite status or create a new event in Definite status. The “Rights to Import and Merge Accounts” checkbox - If this box is checked, this employee will get an extra menu called TOOLS with an Account Import tool and a Merge Utility tool to merge duplicate accounts or contacts together. The Account Import tool allows you to attach a spreadsheet and map it so you can import several accounts at one time. iDSS © 2016
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The “Send Email Notice when Task is Assigned” checkbox – If this box is checked, this employee will receive an email every time someone else assigns a Task to them. The “Receive ALL Partner Messages on Home Page” checkbox – If this box is checked, this employee will get all partner messages in the Partner Message section at the bottom of the Home Page – a message will appear every time a partner assigns a lead, accepts a lead, declines a lead or enters pickup. If it is not checked, they will only receive manually entered messages from partners sent directly to them. The “Receive Email Notice When RFP is Created” checkbox – If this box is checked, this employee will receive an email every time some submits an RFP on the Website , through iDSS Web Services. The “Rights to Edit Invoices/Payments” checkbox – if this box is checked, this employee will be able to edit invoices and/or payments that currently exist on the accounting tab of accounts. The “Home Page Tasks Due Through Days” is the number of days past today that tasks are due will show on your home page. This defaults to 1 – so you will see tasks due through one day from today on your home page (due through tomorrow). If you set it to 10 – you will see tasks with a due date out 10 days from today. The “Home Page Open Leads Display” is the number of days out from the Respond by Date of a lead that will show in your Open Leads section of the Home Page. It defaults to leads with a Respond By Date out 30 days from today. You can change that number as you like. The “Home Page Tasks Paging #” number is defaulted to show 10 tasks per page at the top of your Home Page. You can go up to 100 only. The home page will grow too large and time out if you have hundreds of open tasks that haven’t been closed so paging was added to make the home page faster. The “Can change primary account Rep” – If this box is checked, this employee will be able to change who is primary account Rep, it not, they will not be able to do so. NOTE: You can give multiple roles to employees. For example, a user can be both a Sales Admin and Member User, depending on the needs of their job at your location. This would allow the user to see Membership and Sales tabs. If a user is a Sales Admin, they do not need the role of Sales User also. Same with Membership Admin and Client Admin. The Admin level is higher than the User level and employees do not need to be checked with both.
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Below the Internal Employee Only Settings Section is the Home Page Settings grid and you can set which sections of the home page are visible and which ones will be collapsed. The user can also do this themselves under the the system.
settings page in
Once the username, password and roles are SAVED, and Internal Employee Settings are selected, Next step is to click on Set Permissions.
Rights must be given to each person to see/use all available account types, event types, reports, and queries. Click on the Set Permissions button to see the below screen.
You can also give internal staff members the right to see only certain Account or Event Types if you wish. You may also determine whether they can just Read/View the records, or be able to Edit them. If a Contact has only the rights to Read records, the Save button will not appear on all the screens so they are unable to make any changes to the system records. If you check all boxes on the right side of the screen but the contact only has the level of Client User, they will still not be able to see the Delete trashcan in the system or see/add/edit an event. The overall rights of the employees Roles, over-ride the Read All and Edit iDSS © 2016
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All checkboxes on the right side of the screen for some User roles. Give Read and or Edit rights to all the Account Types and click Save. Then click on the Event Type screen and do the same for all the event types.
Use the dropdown list of report types based on this user’s role at your bureau to give them the appropriate reports. Check which reports this user should have, then click save.
If an employee only works in Sales, they may not need rights to Membership reports. If your location does not use Membership or Invoicing in the iDSS system, you do not need to give rights to any of those reports. This just makes the list of reports under the Reports menu longer. Only give employees rights to the reports that they will use.
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Go to the Query tab and decide which queries this contact should have, then click save.
When you add a new Account Type, or a new Event Type to the system, you MUST remember to go into each individual internal staff’s contact records and give them the appropriate rights to either Read or Edit those new Account and Event Types. This is also true if there are any new reports or queries added to the system. Once a User Name and Password has been established, you can click on the Email Info to Contact button and the iDSS system will send that contact an email with their User Name and Password. The Contact MUST have a valid email address in the email field on their Contact page for this function to work. This function can also be used anytime an employee forgets their User Name and/or Password.
The system will use the Email Template called iDSS Login Email found under Mail > Manage Email Templates every time the Email Login to Contact button is clicked. You can customize this email template however you wish.
You have now completed the steps to creating a new employee login. iDSS © 2016
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11.2.a Inactivating Login Rights for Employees To inactivate an employee’s login, you can do one of three things: 1. Inactivate their entire contact record by un-checking the Active box on their Contact page.
This option disables the User Name and Password for this Contact. Before inactivating an employee, make sure all Tasks are re-assigned to another employee. If this employee is the Internal Sales Rep on any Accounts or Events, be sure to reassign those Accounts and Events BEFORE inactivating the Contact record. 2. Click the Disable button on the login tab. This will disable their login but leave their contact record active. This person will no longer be able to login to the system.
3. Change their password so they can no longer login to the system. Click into the Change Password box and type in a new password. If you ever need to bring an employee or partner login back that has been disabled – click on the Reactivate button on their login tab. This will reactivate their old login with the same level of rights and permissions that they previously had. Be sure to activate their contact record also if you have not already done so.
NOTE: If this employee has any open tasks, open leads, accounts where they are the Primary Internal Rep, or future events where they are the Primary Internal Sales Rep, your Client Admin should go to Admin > Client Admin > Merge Utility > Reassign Sales Rep and merge all of this employees open tasks, accounts and future events to their replacement. THEN inactivate or disable their login. iDSS © 2016
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11.2.b Changing Passwords To change a password for an employee or a partner, go to their Contact record and click on the Login tab. Only those with Client Admin or Membership Admin and Read/Edit rights to the CVB account type will be able to change employee passwords. It is not recommended to ever change a User Name unless absolutely necessary, but changing a password at any time is easy. Click on the Change Password link, then type in the new password. Retype the password in the Confirm Password box and click Save.
You can then click on the Email Info to Contact button to email the user their new password. They must have an email address saved in their contact record for this button to work. Users can also change their own passwords by going to the settings page the system.
in
Click on the edit button to create and save the new password. Click on the Email info to Contact button to receive an email with your username and password.
11.3 Creating Login Rights for Partners Note: Anyone with the Role of Client Admin, Member Admin, or Sales Admin can see and set up a Login Tab of a Partners Contact Record.
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Before sending out leads to your Partners, each Partner must be set up with login rights and the appropriate roles. To do this, go to the Account you want to send leads to, open each of the Contact records one by one for people who will need to respond to leads, then click on the Login tab.
There are two main Partner Roles: Xtranet-Lead Admin and Xtranet Lead User. The only difference between the two is that the Lead Admin at any location receives ALL leads, and has the ability to assign the leads to either themselves, or another employee at that location. Lead Users only see leads that have been assigned to them. Best practice is to give each partner one of the two roles (Admin or User), they don’t need both, then Add the additional roles where applicable: Xtranet- Lead Pickup: for the person who will be entering in pickup. This person will have an extra section at the bottom of their home page allowing them to respond to Pickup Requests after an event has gone definite and is in the past where their property was HQ or Overflow. Xtranet-Data Update: for the person that you want to be in charge of updating their account information such as contacts, addresses, venue information, and category and directory descriptions. Xtranet-Accounting: for the person who would like to receive their invoices via email and/or through the Partner Xtranet. They can print invoices and even pay them online via credit card using this role. Each property can have an unlimited amount of people with each role.
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To create a Login for any Contact, type in a unique Username and a corresponding password. It is up to your location as to what your Usernames will be. The best username is the contact’s Email address. Passwords must be a minimum of six (6) characters long and are case sensitive. The correct Partner Lead Delivery option will need to be chosen. This is the way a Partner will be notified (or not notified) when they receive a lead through the iDSS system. If this user is not a Lead Admin or Lead User, this dropdown is not shown. iDSS © 2016
For Help Email:
[email protected] Phone: (612)767-7878
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Leads via partner Interface = This Partner will receive an email notification when they have been sent a lead. This email will be a system email and only contain information you have stored in the Lead Email Template, or the generic iDSS system email notifying the user they have received a lead and to login to iDSS. Send Email Lead = This partner will receive an email notification when they have been sent a lead. This email will include the entire lead document in the body of the email. Do Not Send Email = This partner will not receive any email notifications when they have been sent a lead. They can still login to the iDSS system and view and work the leads. They just won’t get the email notifications. Once you save their username and password and select the role of either Lead Admin or Lead User, the Partner Lead Types section will appear.
You can choose what types of leads this particular Contact can receive by checking the appropriate box(s). Each Contact can be checked with either one or both types (Accommodations and/or Facility/Venue Space). If there are no checks for this Contact in the Partner Lead Types area, all leads will go to the Contact at iDSS © 2016
For Help Email:
[email protected] Phone: (612)767-7878
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this location that was selected as Lead Admin in the Contact roles. If a Contact has a Partner Lead Type checked, this will over-ride any Contact that has been selected as Lead Admin at a location. This Contact will then receive all leads they are checked to receive, so the Lead Admin at that location does not have to assign the lead to this person first. If you have more than one person at a location checked with either Accommodation or Facility/Venue Space, then the system will automatically send it to the Lead Admin’s anyway. Be sure to only have ONE person at each location checked with the Partner Lead Types. Note: Once the login is saved, the system will automatically go to Set Permissions and to the REPORT tab to give the Partner reports to this partner. You do not need to give report rights to the partners since the system will automatically do it for you.
*Do not give partners any Account or Event Type rights. You can go to the Report tab to see the XtraNet reports from the dropdown list. The screen will refresh and only list the reports the partners need. The system will automatically check all the reports the partners need for you when you create a new login.
You have now completed a partner login. If you would like to email them their username and password, go to the Login tab and click on the Email Info to Contact button.
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For Help Email:
[email protected] Phone: (612)767-7878
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On the Account page in the contact section, when you run your mouse over a Contact name that has a login, a popup box will appear and show you their Login name and role.
The grid to the right allows you to see what contacts have what XtraNet roles at any given partner account. There are columns for Lead Admin, Lead User, Data Update, Lead Pickup and Partner Accounting roles. To see a partners password so you can give it to them, or login as them, click the Show Password link.
If you would like to login as a partner to see what they see or to help them, go to their Login tab and click the Impersonate button. You will then be logged in as that partner!
To get out of the partner’s login and back to yours –Click on the arrow next to the HUB.
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For Help Email:
[email protected] Phone: (612)767-7878
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Also on partner’s Login tabs you can see the total number of times they have logged in, last login date, total number of leads sent to their property, total number of assigned leads, total number of open leads.
11.3.a Inactivating Login Rights for Partners To inactivate a Partner login, you can do one of two things: 1. Inactivate their entire Contact record by un-checking the Active box on their Contact page. This will automatically inactivate their login.
*Use this option if the Contact no longer works at this location. 2. Go to the Login tab and click the Disable button. This person will then not be able to work leads and will not get email notifications for leads.
*Use this option if the Contact still works at this location, but no longer wants to receive or work leads. iDSS © 2016
For Help Email:
[email protected] Phone: (612)767-7878
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11.4 Creating Logins for Partners That Accept Leads for More Than One Property As an example, let’s say Todd Moore works for the Hilton and he accepts leads for three different Hilton properties in your city. Here is how you set him up to receive leads for all three properties: Account #1 – Hilton Downtown Create a contact record for Todd Moore in this account. Use his email address (
[email protected]) as his username on the Login tab and give him the appropriate role (Xtranet – Lead Admin or Lead User) Account #2 – DoubleTree by Hilton Create a contact record for Todd More in this account. Use his email address with the number 2 after it (
[email protected]) as his username on the Login tab and give him the appropriate role (Xtranet – Lead Admin or Lead User) Account #3 – Hilton Garden Inn Create a contact record for Todd Moore in this account. Use his email address with the number 3 after it (
[email protected]) as his username on the Login tab and give him the appropriate role (Xtranet – Lead Admin or Lead User) You are creating 3 contact records for Todd Moore, one in each account. As long as the email addresses in Todd’s contact records MATCH in all three accounts, he will be able to use the Switch To feature. When Todd logins in – only give him the username for the 1st hotel (
[email protected]) his actual email address.
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For Help Email:
[email protected] Phone: (612)767-7878
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When Todd logs in, he can go to his iDSS menu and SWITCH to the other two properties without having to logout and log back in. He can easily switch between all 3 properties and go back and forth with just the one login name.
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For Help Email:
[email protected] Phone: (612)767-7878
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