User roles

Managing appointments, reservations, or communicating with customers can be time-consuming, so it can be entrusted to other people who can work with the system as part of the administration. Each such user can have specific permissions or a user role, so that they can, for example, process reservations, but they cannot interfere with the settings of the reservation page. Each of the supported user roles has several configuration options, including the ability to assign a specific group of reservations based on the source.

Reenio - Users

Within the range of user roles, the following variants are available: Administrator, Employee, Receptionist and Read Only. These designations clearly determine the activities for which a given user role should be used and assigned. The total number of users who have access to the administration of a specific entity is not limited in any way, nor is the number of individual roles limited. This makes it possible to combine user roles according to specific needs.

When using the system, it is always good to have thought about which users and in which roles they can work with the system. It is always good to think about a few basic rules:

  • Always try to assign your users a role that best matches specific needs and activities. This applies not only to the role itself, but also to other permissions or restrictions on specific resources.
  • Definitely do not assign the Administrator role to all users. This should be exclusively intended for the owner of the entity or. a limited group of users who really have full control over the system settings and all data.
  • Regularly check whether your system does not have access to users who no longer need it - typically former employees, external collaborators, etc.

Inviting a new user

The process of adding a new user uses the so-called Invitation. If you want to add a new user within the administration of a specific entity, you need to know their email address. Then, by sending a form with their email address and the selected role, including permissions, the new user will receive an invitation by email with the option to approve the assignment to the entity. The next step differs depending on whether the user with the given email address already exists in the reenio system (with another entity within the administration) or not.

If the user does not yet exist in the reenio system, a registration form with a pre-filled entity name and email address will be displayed and the user will complete their user registration by entering a password and agreeing to the terms and conditions. If the user already exists in the reenio system, a login form will be displayed (if they are not already logged in), and after logging in, the administration of the given entity's system will be accessible to them.

Users who work in the administration log in exclusively via the website https://reenio.com regardless of the entity they are logging in to. Logging in on a specific reservation page is intended for customers only!

Thanks to this method of logging in, one user can have access to several entities at the same time. In this case, it is important to be extra careful during normal work, in which entity the user is currently working - this is indicated by the name of the entity in the upper right corner. Switching between entities is possible by clicking on this name in the upper right corner of the administration and selecting another entity. All settings, modifications or subscription purchases are always tied to the active entity (the name of the entity in the upper right corner).

Reservations processing

An important function of the reservation system is the processing of reservations via mobile application. The first step to using the mobile application is to log in as a user, who can be any user of the reenio system. After logging in, the active entity is displayed, which can be switched (if the user has access to multiple entities), similar to how the administration always works within one specific entity.

The user always appears under his/her name and all changes in reservations are recorded in relation to this account, and are therefore easily traceable in the reservation details. Thanks to uniquely distinguishable users, it will not be a problem to identify who processed or canceled the reservation in the future.

The permissions set within the role always correspond to the allowed actions, even in the mobile application. For example, if o a user in the "Read Only" role can log in to the application, will have access to information, but will not be able to change the status of the reservation and therefore check it.

In the case that bookings are handled by temporary workers, staff at the entrance, etc., we recommend always using specific distinguishable users in the Receptionist role and using QR code login. In general, we do not recommend using a single user in the Administrator role for working in the mobile application.

Calendar synchronization

An important and popular feature is the ability to synchronize reservations to external calendars, e.g. Google Calendar.

A specific user has the option to link their account to one specific external calendar, where this connection is always specific to the given user and entity and the assigned role and other permissions are also taken into account. If, for example, a user has restrictions on specific resources, this restriction will also be applied when synchronizing the calendar. In practice, this means that each user can link their account to their calendar and only those reservations to which they have access in the administration under their login will be synchronized.

For example, if you need to offer your colleagues an overview of service availability in the form of reservations in the calendar, just create a user in the "Read-only" role and link it to an account in Google Calendar. You can then share and work with this Google Calendar within the capabilities of the Google platform.