Adding Users

Adding Users

To add a user to the roomMaster Payments Gateway Portal:

1. Click Administration on the navigation bar and select Manage Users.
2. On the Manage Users screen, click the + Create User button at the top of the user list.

Figure 71: Add New User

3. When the User Details screen appears, work through the two tabs (Basic Info and Permissions), entering information into the fields.

!  TIP:

You must complete both tabs.

Figure 72: User Details Screen

4. On the Basic Info tab, complete all fields and then click the Next button.

Figure 73: User Details – Basic Info Tab

• Assigned Entity: the user’s assigned position within the hierarchy. The hierarchy level assigned to a user will either allow or restrict a user’s access to entities within the hierarchy. If a user only needs to perform accounting procedures for a single location, the user should only be added to that level within the hierarchy. If the user will perform enterprise-wide accounting procedures, assign the user to a higher level in the hierarchy. 
• Email: the user’s email address, which will also be the username for login. This email address is also where the user will receive password reset emails. 

!  TIP:

No two logins on the roomMaster Payments Gateway Portal can contain the same email address.

• First Name: the user’s first name.
• Last Name: the user’s last name.
• Department: the department where the user works (for example, accounting, administration, IT).
• Phone: the contact number for the user.
• Time Zone: the time zone for the user.

5. The Permissions tab is used to assign the user access privileges to the various areas within the roomMaster Payments Gateway Portal. It is important to set a user’s permissions based on their business role and need. For example, a standard user who performs accounting functions should not have the ability to add and modify users on the system. A user will be granted access only to the areas selected on this tab.

!  TIP:

Selecting the checkbox next to any of the top-level functions (Administrative, Accounting, Manager, or Virtual Terminal) grants the user access to all of that function’s sub-levels.

Figure 74: Permissions Tab

Administrative Functions

• Add Users: enables users to add other users.
• Modify Users:  enables users to modify other users by changing their permissions.
• Delete Users: enables users to delete other users.
• Lock/Unlock Users: enables users to lock and unlock other users.

Accounting Functions

• Boarding (future enhancement): enables users to board new locations.
• View Audit Logs: enables users to view audit logs (their own and other users’ accounts). Do not enable this function unless it is within the user’s business function to view other users’ activity.

Manager Functions

• Close Batches: enables users to close batches and mark them for settlement.
• Generate Reports: enables users to generate reports.
• Export Reports: enables users to export generated reports.
• Void Transactions: enables users to void transactions. Grant this permission only to users with the business need to void transactions.
• Modify Transactions (not shown in screenshot): enables users to modify transactions in some cases. Generally the roomMaster Payments Gateway Portal does not allow transaction modification.
• Transaction Search: enables the user to access the transaction search functions.

Virtual Terminal

• Auth/Sale: enables users to perform authorization and sale transactions within the Virtual Terminal.
• Refund: enables users to perform a return or refund within the Virtual Terminal.
• GC Reload (not shown in screenshot): enables users to reload a gift card within the Virtual Terminal.
• Receipts (not shown in screenshot): enables users to configure Virtual Terminal receipts, including the header, footer, and number of receipts to print.
• Void: enables the user to void transactions within the Virtual Terminal.

Touch Free Virtual Terminal

• Auth /Sale/Cptr: enables users to perform authorization, sale, and capture transactions within the Touch Free Virtual Terminal.
• Refund: enables users to perform a return or refund within the Touch Free Virtual Terminal.
• Modify Terminal Settings: enables users to modify the settings for the Touch Free Virtual Terminal.

6. When you have entered all information pertaining to the user, click the Save button to complete the user creation. If the Notify user by email box was checked, the new user will be sent an email with a link to complete their registration. The user can log in to the roomMaster Payments Gateway Portal immediately. On first login, the new user will be prompted to create a password and security questions.