AL: How To Add and Edit Users

The Hook Use this workflow to add as many staff members as needed to ensure seamless collaboration, as well as to edit and troubleshoot user accounts individually or in bulk.

 

Before you begin...

• Requires Hotel Admin or Hotel User Admin User Type access.
• Ensure you have configured your Password Policy and created your Roles (permission templates) before adding new users.
• Usernames must be strictly unique across the entire platform. If a username is taken elsewhere, you will receive an error.
• While an email is optional, it is highly recommended for Admin users. Users with an email can use the Forgot Password link to self-reset; those without an email require an Admin to manually set a temporary password in their profile.

The Steps: Adding a New User (Individual)

1. Access ALICE Admin by selecting the user profile icon in the upper right-hand corner. Then select Admin.
2. Select Manage Users from the ALICE Admin menu.
3. Select Add User.
4. Select Hotel - If you are an Admin to multiple properties, select the user’s base property. The base property is the main property that the user will log in to access.
5. Username - Create a unique username for the user.
6. Full Name - Enter the user’s full name. This will be the user’s display name in ALICE.
7. Email - Enter the user’s email address (optional).
8. Photo - Select Choose File to add a user photo to the profile (optional).
9. Password - Enter a temporary password for the user. The user will be required to change their password upon their first login to the system.
10. Confirm Password - Confirm the temporary password.
11. Position - Enter the job title/position of the user.
12. User Type - Select a User Type from the dropdown. Users must have either Employee, Hotel User Admin, or Hotel Admin selected.
    1. Employee: Access to the front end of ALICE. Restricts access from ALICE Admin.
    2. Hotel_User_Admin: Access to only User associated sections of ALICE Admin. Can access Manage Users, manage Roles, and edit property password policies.
    3. Hotel_Admin: Full Access to ALICE Admin menu.
13. Hotel groups in which this user is Employee - Give this user Employee User Type access to other properties by adding the property ALICE account name within this field.
14. Hotel groups in which this user is Admin - Give this user Hotel Admin User Type access to other properties by adding the property ALICE account name within this field.
15. Role - Apply existing Role templates to this user.
16. Muted Facilities - In some cases, users may need access to view tickets within a Facility but may not need to receive notifications. Select any Facility to prevent unnecessary notifications.
17. Language - Select the preferred language for this user.
18. Active - Enable for current staff. Disable (uncheck) for users no longer working at your property to prevent future access.
19. Account Locked - Left unchecked, the user is able to access ALICE. When checked, the user has attempted to log in 10 times unsuccessfully and must be manually unchecked to regain access.
20. Mobile Staff View Default - Controls the default ticket list view on the ALICE Staff app. Checked defaults to Mine; unchecked defaults to All.
21. Alert Me On Assigned Tickets - Sends a push notification when the user is assigned a ticket.
22. Alert Me On Unassigned Tickets In My Facilities - Sends a push notification for unassigned tickets if the user has permissions in that facility.
23. Set “Assign to” to me - When creating tickets, the "Assigned to" field will default to this user.
24. Creates service requests by popout - When enabled, selecting + Guest Request or + Internal Request opens a new popout browser window.
25. Using OpenTable? - Add the user’s OpenTable username and special requests to leverage the integration.
26. Work Phone - Add a work-associated phone number (optional) to appear on confirmation letters and itineraries drafted by this user.
27. Select Save.
     

The Steps: Adding or Editing Users in Bulk (Batch)

1. Select Batch Add/Edit Users, then select Download Blank User Sheet
   
    
2. Open the template. Required columns are noted with an asterisk (*) on the template. Review the column instructions defined below.
   
    

• ALICE UserID (Do not modify) - This column should be left blank when adding new users from a blank user template. When selected users are downloaded onto the template, the column will auto-populate with unique ALICE User ID numbers. To avoid errors during upload, do not edit this column. 
• Username (Required) - Create a unique username for new users. Usernames must be unique to the ALICE platform, not just your account. An error message will appear if the usernames you are trying to use are already taken. If you are unsure about whether a username is available, you can test the username in ALICE by selecting Add User and entering it into the Username field. 
• Password (Required) - Enter a temporary password for your users here. They will use this password when they log in for the first time. Once they log in, they will be prompted to reset their password for themselves. If using SSO, this column is still a required column. Enter any text as a placeholder.
• Full Name (Required) - Add the user’s first and last name. This will be the user’s display name in ALICE. 
• Position (Required)  - Add the user’s job title. We recommend adding the complete job title and avoiding abbreviations or shorthand. 
•  Work Email (Optional) - Add the user’s company email address. Although this is not a required column, we encourage you to add emails so that users can reset their password, receive email notifications, or have direct email addresses listed on custom confirmation letters and itineraries.
• Work Phone (Optional) - Add the user’s work telephone number to have it appear on customized templates for confirmation letters and itineraries.
• Extension (Optional) - Add the user’s work extension, if applicable. 
• Home View on Mobile (Required) - ALL Tickets by default. Select MY Tickets or ALL Tickets from the dropdown. This column controls the default ticket list view for this user on the ALICE Staff app. 
• If MY Tickets is selected, the ticket list will be filtered to Mine by default. 
• If ALL Tickets is selected, the ticket list will be filtered to All by default.
• Alert for Unassigned Tickets? (Required) - Yes by default. Select YES or NO from the dropdown. When YES is selected, ALICE Staff App (Mobile) users will receive a push notification to their device to alert them of a new, unassigned ticket within their department.  
• User Level (Required) - Employee by default. Select an option from the dropdown. 
• OpenTable User (Optional)- NO by default. Select YES or NO from the dropdown. If your users have an OpenTable Concierge account, select YES. Contact ALICE Support ([e-mail]) to enable the full integration.
• OpenTable Username (Optional) - If the user has an OpenTable Concierge account and YES was selected in the previous column, add the user’s OpenTable username here.
• SSO ID (Optional) - If using a Single Sign-On Integration, enter the SSO ID here. 
• Language (Optional) - English by default. If an alternative language is available in the account, select it from the dropdown.

3. Save the template sheet to your computer.

4. In ALICE Admin, navigate back to Manage Users and select Batch Add/Edit Users.

5. Select Upload Sheet, choose your saved template, and select Open.

6. When the upload is successful, the users will appear on the list view.

The Steps: Editing and Managing Existing Users

Individual Edits

1. Select a user from the user list.
2. Select Edit.
3. Make changes to user fields.
4. Select Update to save.

Batch Edit Users

1. Select the users from the user list.
2. Select Batch Add/Edit Users.
3. Select Download Selected Users.
   
4. Use the template to make changes in bulk.
5. Return to ALICE Admin, then select Batch Add/Edit Users.
6. Select Upload Sheet.
7. Changes will be pushed to user profiles when successful.

The Result Success: Once saved or successfully uploaded, the new or updated users will immediately appear in the user list and have the appropriate access to the platform.

 

Troubleshooting

• Note: If your batch upload fails, the platform will display an error message. Click Download here within the error notification to see a flagged version of your template with the errors highlighted (e.g., "Username already in use"). Correct the highlighted cells, save the file, and use the Upload Sheet button again.