AL: Add, Edit, Copy, or Delete Roles

• Use this workflow to control user access to specific tabs, facilities, and actions within ALICE. By creating roles per department or job type, you ensure staff members have the precise level of access needed for their roles.

• Before you begin...

• Requires Hotel User Admin or Hotel Admin User Type access.
• Access Denied: Users without at least one role applied to their profile will receive an "Access Denied" error message upon login.
• Multiple Roles: You can apply multiple role templates to a single user profile.
• Group vs. Property Levels: Group-level roles are designed for users who need access to multiple properties, while individual property-level roles are best for staff dedicated to a single location.
• Initial Setup: Reach out to  [e-mail] to enable permission settings for OpenTable and Credit Card data before they will appear in your Role configuration menu

The Steps: Adding a New Role

1. Access Roles from the ALICE Admin menu.
2. Select Add Role.
3. Name the Role. Use a clear naming convention to keep templates organized.
   1. Recommended Convention: [Area of Operation] - [Job Position] - [Property/Group Name]
   2. Example: FOH - Concierge - ABC Hotel
4. Configure Tabs: Enable or disable checkboxes within the Tabs section to provide or restrict access to main navigation areas.
5. Configure Tickets (Facilities): Enable or disable checkboxes for Add, View, Edit, Close, or Assign for each Facility.
   1. Note: granting View access automatically enables push notifications for that facility unless the facility is muted in the user's individual profile.
6. Configure Guest Information: Set permissions for Guest Details (Add, View, Edit, Merge, Contact Info). This defines what a user can see and do with guest reservations.
7. Configure Vendors/Contacts: Set permissions for the Local tab.
8. Configure Messaging & Reports: Ensure users who need to send mass messages have Broadcast enabled, and those who need data access have both the Reports Tab and View Reports enabled.
9. Select Save.

The Steps: Copying an Existing Role

Save time when creating similar roles by using the Copy function.

1. Select a Role from the list that you would like to duplicate.
2. Select Copy Role.
3. A banner will appear indicating you are working within a copy. Rename the Role immediately to avoid confusion.
4. Make any necessary adjustments to the permission checkboxes.
5. Select Save.

The Steps: Editing a Role

1. Select the Role from the list that requires changes.
2. Select Edit Role.
3. Update permissions by selecting or deselecting checkboxes as needed.
4. Select Save.

The Steps: Deleting a Role

IMPORTANT! Deleting a role automatically removes it from all associated user profiles. If a user has no other roles assigned, they will be locked out of ALICE.

1. Identify Affected Users: Go to Manage Users and use the Roles dropdown to filter for the role you intend to delete.
2. Update Users: Select the affected users and use Manage Roles to assign them a new role. Ensure every user has at least one active role.
3. Delete: Once users are updated, return to the Roles menu, select the role, and click Delete Role.

The Result

Success: Once a role is saved and applied to a user profile, the changes take effect immediately. Users will only see the tabs and perform the actions permitted by their assigned roles.

Troubleshooting

Access Denied Errors: If a user reports an "Access Denied" message, navigate to Manage Users and filter by "No Assigned Role" to identify and fix profiles that were missed during role updates or deletions.