This article explains user permissions and how they control what each user can view, edit, and access within the system. Properly configured user permissions are essential for maintaining system security, data integrity, and operational efficiency by ensuring staff members only have access to the functions and information relevant to their role. Understanding and correctly assigning permissions helps prevent accidental changes, protects sensitive information, and keeps your system organised and secure.
Bookeasy uses a Permission Group system to control what users can access. Each staff member is assigned to one or more permission groups that determine their access levels.
The 6 default permission groups available are:
| Permission Group | Purpose |
| Administrator | Full access to all features (default for account owners) |
| Sales | Make bookings and manage customer sales activities |
| Manage Reservations | View and manage existing bookings and reservations |
| Manage Product | Set up and maintain rooms, tours, and inventory |
| Finance | View payments, reconciliation, and financial reports |
| Reports | Access to reporting and analytics features |
Each Permission Group can do the following:
1. Administrator (Full Access)
- Everything - Complete access to all Bookeasy Stay features
- This is the default group for property owners and senior managers
- Can manage all other users' permissions
2. Sales
Make Bookings:
- Make a Booking
- Make a Multi Product Booking
Manage Reservations:
- Search reservations
- View reservation calendars (accommodation & activities)
- Manage quotes
- Send letters/emails manually
- View email history
3. Manage Reservations
Reservation Management:
- Search existing reservations
- View reservation calendar
- Access legacy reservations
- View accommodation and tour manifests
- Manage quotes
- View email history
Operational Tasks:
- Manage product reviews
- Ticket scanner access
- Search guests/customers
4. Manage Product
Inventory Management:
- Manage rooms, rates, and room groups
- Set accommodation product availability
- Configure specials and booking restrictions
- Manage holiday dates
Tour/Activity Setup:
- Manage tours, tour groups, and tour rate types
- Set activity product availability
- Manage booking questions
- Bulk availability updates
Product Features:
- Manage extras (add-ons)
- Create and view packages
- Ticket scanner access (for tours/activities)
5. Finance
Payment Management:
- View payments (accommodation & activities)
- Payment reconciliation
- View extra costs charged to guests
- Allow/process automatic gateway refunds
- Add adhoc payments
- View deposited funds and net pay
Financial Reporting:
- Management reports
- Booking summaries
- Finance summary reports
- Recognized revenue report
- Refunded payments report
- Export financials
- Agent commission/debtor reports
6. Reports
Reporting Access:
- Report Builder and Report Queue
- Accommodation manifests
- Tour manifests
- Search guests/customers
- Housekeeping reports
- Management reports
- ABS reports (Australian Bureau of Statistics)
- Marketing reports
- Monthly booking reports
- Booking summaries (accommodation & activities)
- Extras summaries
- Agent commission reports
- Email history
- Packages reporting
- Finance summaries