In “User Administration”, the hotel creates a user account for every member of staff, gives it its permissions through the “Privileges role” and controls how the user signs in. This also covers a user's email notifications and the teams that tasks go to. The menu path is Settings › User Administration.
Example: Create an account for a new member of the reception staff
Open the list. Settings › User Administration shows the “Users” list with the hotel's active accounts.
Start a new account. “New user account” opens an empty account with the tabs “Name and Properties” and “Options”.
Enter name and contact details. In the “Name and Properties” tab, “Username”, “Language”, “First name”, “Last name”, “Initials” and “Email address” are mandatory. The “Username” starts with a letter, contains only letters, digits and the characters “@”, “_”, “.” and “-”, and may occur only once in the hotel, not even on a deactivated account.
Choose the role. Under “User Rights”, the account gets its “Privileges role”. An account that someone is to sign in with needs one. Only roles whose permissions the editor themselves holds in full are offered.
Create the account. “Create” creates the account. In the “Users” list it then appears with the note “This user has no password yet!”.
Set the password. “Set password...” opens the “New password for the user account” dialog. Click “Generate password”: it creates a random password of 16 characters in groups of four with hyphens. Switch on “User must change password at next login”: the password then counts only as a one-time password. “One-time password valid for” sets whether it is valid for 1, 3 or 7 days. “Apply” saves the password.
Result. The account is in the “Users” list. At their next login, the new member of staff must replace the one-time password with one of their own.
The pages in detail
Users
For each account, the list shows the picture, name, username and email address, plus a tick for users who are online right now, and notes such as “This user has no password yet!”. “Filter by name” finds an account whose name or username contains every word entered. Deactivated accounts only appear in the list when “Show deactivated accounts” is switched on, and then carry the note “disabled”. “New user account” starts a new account; a click on an existing one opens it.
Name and Properties
The first tab of an account shows the name, language and contact details. The name, “Position”, user picture and “Signature image” appear in emails to guests below the hotel's sign-off. The “Language” determines the language in which the user interface is shown to the user, and messages in conversations that are written in another language are translated into it. “Change image” and “Add signature image” upload an image that ReGuest reduces to at most 256 pixels; “Delete image” and “Delete signature image” remove it again. Under “User Rights” is the “Privileges role”: an account's permissions come only from its role, and individual permissions cannot be granted on the account. “Save” saves the changed details of the account; the button appears only as long as there are unsaved changes.
An account is never deleted. “Deactivate user” deactivates it after a confirmation prompt, and the account then shows “This user has been deactivated.”. In the “Forward notifications to” field, a user can be chosen who receives the notifications of the deactivated account. “Activate user” makes the account usable again as soon as it has a role. On one's own account, “Deactivate user” is missing.
Options
“Show list of notifications in descending order” sets the order of the notifications, and with “Play sounds” ReGuest plays a sound when a new message arrives in a conversation the user does not have open at the moment. With “Express mode”, creating an offer goes straight to sending after the template is chosen, without the editing step, and no confirmation prompt appears when sending. Only a user with “The user can be assigned tasks” can be chosen under “Collaboration” as the recipient of tasks. With “Allow automatic login from/to connected instances”, the user is signed in automatically when switching to a connected instance if there is an active account there with the same username on which the option is also switched on.
Offline-Messages
Here the hotel decides which notifications the user also receives by email. If the tab also contains the “Periodic reports via e-mail”, it is called “Offline-Messages and reports”. “Offline notifications via e-mail” has three levels: “Not active”, “Receive all notifications” and “Receive selected notifications”. With “Receive selected notifications”, switches select the types, for example “Messenger messages”, “Requests” or “Reservation requests”. “Receive notification for” limits the emails to “Only assigned tasks (to the user or their team)” or to “Assigned tasks (to the user or their team) and all unassigned tasks”. The emails go out every 2 minutes. If another account with the same email address has already switched the option on, it cannot be switched on here.
Under “Periodic reports via e-mail”, the user receives a “Daily report”, “Weekly report” or “Monthly report”. If the hotel has several buildings, “Building/hotel” selects the building of the report; there is then one report per building and one for all of them together.
External accounts
An external account links the user account to a user in the hotel software (PMS) or in Microsoft Entra. “Username (shorthand)” holds the member of staff's username in the PMS; through it, the PMS interface finds the user on whose behalf it works. “Account type” selects the hotel software or Microsoft Entra.
Security
In the “Security” tab, the user chooses how they additionally confirm their sign-in: “None”, “Authenticator app” or “E-mail code”. The lists “Active Authenticator Devices” and “Stored Authenticator Devices (inactive)” show their devices, and the “Delete device” bin removes one. The last active device cannot be deleted as long as signing in requires a code from the app.
On another user's account, “Two-factor authentication mandatory” determines that the account must have a second factor.
“Allow Sign in with Microsoft” lets the user sign in via the “Sign in with Microsoft” button on the login page. “Set Microsoft username… (optional)” stores a separate Microsoft username for this. Without it, ReGuest finds the account by its email address, which may then occur only once among the active accounts.
Changing the method
The user confirms a change of their own method in a dialog with a “Code” and “Verify”; “Resend code” sends a new one. An email code is valid for 10 minutes, and only the newest one is valid.
Reset second factor
“Reset second factor” in the “Security” tab opens a dialog that requires a “Reason”. “Reset” then sets all of the user's devices to inactive, signs them out everywhere and informs them by email. This is not possible on one's own account.
Other Instances
The “Other Instances” tab exists only with Multi-Property.
New password for the user account
The dialog opens via “Set password...” or “Change password...”. A password needs at least 8 characters, and an indicator rates its strength from “Very weak” to “Very strong”. It must not match the current password or any of the last 10 passwords. “Send email notification” sends the user an email to the address in brackets. After the change, the user is signed out in all browsers, except in the session in which they change their own password. Sign-ins in the mobile app and in Outlook remain.
Your user profile
A user whose role does not enable user administration sees only “Your user profile” under “User Administration”. The “Preferences” entry in the user menu at the top opens the same profile. “Read news...” opens the “News” page, on which “Reset” resets the news notices that have been read. “Logout” signs the user out.
Teams
A team groups users so that tasks under “Collaboration” can go to the team. The “Teams” list in the left-hand menu shows the number of members of each team, and “New team” creates one. A team has a “Name”, a “Short code” of at most 3 characters and an “Icon”. The “Short code” appears in the “Teams” list in brackets after the name. The “Icon” appears in front of the team's name, for example in the “Teams” list, in the team filter, in the selection for assignments on tasks, in the rules under “Collaboration” and in the notification emails with assignments. Members are added via “Add member”, only after the first “Apply”, and are saved immediately; a user can be in several teams.
A team is not deleted but archived with “Archive” and made active again with “Reactivate”. As long as a CRIS rule uses the team, it cannot be archived. “Used in the following rules” shows these rules, and “Reassign all rules to another team…” gives them to another team.
Prerequisites
‘User Administration’ does not need a licence module of its own. With Offers, the “Express mode” switch and, in the “Offline-Messages” tab, the “Periodic reports via e-mail” are added. With Guest Management, further notification types are added in the “Offline-Messages” tab, for example “Credit card data”, “Pre-check-ins” and “Post-stay ratings”. With Upseller, the “Wishlist submissions” notification type is added in the “Offline-Messages” tab. With Multi-Property, the “Other Instances” tab and the “Allow automatic login from/to connected instances” switch are added. With CRIS Chatbot, the “Used in the following rules” list is added on a team.
Access to ‘User Administration’ is enabled for specific users through their role. The following need their own access in the role: “Two-factor authentication mandatory”, “Reset second factor”, “Allow Sign in with Microsoft”, “Send email notification” and “Periodic reports via e-mail”. Roles are managed by ReGuest support.
Frequently asked questions
Why does a colleague see only their own profile under “User Administration”? Their role does not enable the administration of user accounts. Roles are managed by ReGuest support.
Why is a role missing from the “Privileges role” selection? The role contains a permission that the editor does not have themselves. A colleague whose role contains all permissions of the desired role sees it in the selection. Roles are managed by ReGuest support.
A member of staff has lost the device with their authenticator app. What now? A colleague whose role enables it resets the member of staff's second factor with “Reset second factor”. If there is no one in the hotel with this permission, ReGuest support helps.
Can an account be deleted? No. An account is deactivated with “Deactivate user” and can pass its notifications on to another user via “Forward notifications to”.
Why can “Offline notifications via e-mail” not be switched on? Another account with the same email address has already switched the option on. Only when it is set to “Not active” there can it be switched on here.
As of: 2026-10-27.