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Required conditions
Before creating a new Access Evo user, ensure:
You have Administrator access to Access Evo.
You have the user's email address or username.
You know the level of access to be assigned to the user.
Users and permissions
You can create new users in the following ways:
With an email address : Enabling the user to reset their own password at any time.
With a username: This will require the Administrator to reset passwords.
You can assign permissions based on the following user types:
Access Evo Administrator: Full access to all Access Evo features, with the ability to create, edit and delete users within Access Evo.
Access Evo User: Access to Insights and Dashboards only, and standard Access Evo features such as Co-Pilot. Users can view a list of other users; however, they cannot create, edit or delete users or make any other changes.
Create a new Access Evo user with an email address
⚠️Important: You can only create new Access Evo users if you are an Administrator user on Evo. If you are not an Administrator for your organisation within Access Evo, please contact an Administrator user as Guestline support cannot create new Access Evo users for you.
To create a new Access Evo user with an email address, follow the steps below:
Within Guestline Rezlynx PMS, click the Access Evo button.
Select Products, then select Access Evo.
Once the new tab has loaded, select theView and manage Members icon in the top right - as shown below:
Once the members tab has opened, select Add in the top right of the tab.
Select Add members individually.
🤓Tip: If you have the Username option activated for your site, select Using an email address.
Enter the member's information, including:
First and Last name
Email address: Enter the email addresses individually.
Organisation role: Select from either User or Administrator.
Click Add, and the user will appear in the members list.
Click the3-dots icon next to the new user, then select Manage Roles.
In Manage Roles, assign the user access to the Guestline Property Management System and Analytics if required. See the example below:
Once set as required, select Save Changes, and the system will automatically create the user within Guestline SSO.
📌Notes: An email is then sent to the user; they will need to accept the request to be added as a member.
Log in to Guestline Home, then click Users and search for the user by their email address.
Select the user with the Evo icon - their previous SSO account will show without the Evo icon.
Edit the user and update their permissions to match their previous user permissions, then click Update Permissions.
⚠️Important: Ensure you have set the permissions for: Users, Insights, PMS, Distribution and EPOS to match their previous SSO account.
🤓Tip: If you have restrictions set within Guestline Rezlynx PMS, you will also need to set these for this new user; these might include:
Rate Plans restricted by User.
Setting as a Co-Ordinator on Advanced Conference & Banqueting, then reassigning any events associated with that Co-Ordinator.
Ask the new user to:
Check they received the automated email containing the Evo login link, then ask them to click the link and log in using their name and create a password.
Log in to Access Evo via the Guestline Home.
Create a new Evo user with a username
⚠️Important: You can only create new Evo users if you are an Administrator user on Access Evo. If you are not an Administrator for your organisation within Evo, please contact an Administrator user, as Guestline support cannot create new Evo users for you.
To create a new Evo user with a username, follow the steps below:
Within Guestline Rezlynx PMS, click the Access Evo button.
Select Products, then selectAccess Evo.
Once the new tab has loaded, select theView and manage Members icon in the top right - as shown below:
Once the members tab has opened, select Add in the top right of the tab.
Select Using a Username.
Enter the user's information, including:
First name and last name
Username – we recommend using your surname, first initial, then a full stop, and a short code for your organisation.
Organisation role – select from User or Administrator.
Click Next.
An access pop-up will appear; enter a temporary password for the user.
🤓Tip: This is a temporary password, and the user will reset this following their first login.
Click Next.
Upon successful user creation, provide the user with their Username and Temporary Password.
Log in to Guestline Home , then click Users and search for the user by their email address.
Select the user with the EVO icon, their previous one will show without the Evo icon.
Edit the user and update their permissions to match their previous user permissions, then click Update Permissions.
🤓Tip: Ensure you have set the permissions for: Users, Insights, PMS, Distribution and EPOS to match their previous SSO account.
🤓Tip: If you have restrictions set within Guestline Rezlynx PMS, you will also need to set these for this new user, these might include:
Rate Plans restricted by User.
Setting as a Co-Ordinator on Advanced Conference & Banqueting, then reassigning any events associated with that Co-Ordinator.
Ask the new user to Log in with Access Evo to the Guestline Home.
Troubleshooting
No option to create a username
The feature for creating Access Evo usernames must be activated by our Guestline on-boarding team in the following way:
Once activated by the Guestline team, you will be able to create a new Access Evo user with a username.
User has not received an email
If the email was not received, an Access Evo Administrator can resend the email to the user, following the steps below:
Log in to Access Evo.
Select theView and manage Members icon in the top right of the screen.
Locate the user, then click the 3-dot menu in the top right.
Select Resend email.
User not appearing in the Guestline SSO user list
If the user is not showing in the Guestline SSO user section with the EVO icon on their profile, follow the steps below:
Check you have provided them with Guestline PMS User rights, as shown below:
Check that you are searching using the correct email address and spelling.
Old Guestline SSO account
When an Access Evo user is created, a new Guestline SSO account is also created. The previous Guestline SSO account will change from active to blocked after 90 days. Once an account is blocked, it can be unblocked by an SSO Admin user if required.
New Access Evo account
When an Access Evo user is created, a new Guestline SSO Account is created. You will need to reset any particular Guestline PMS user restrictions related to their account that they had on the previous logon.
This includes:
Rate Plans restricted by User.
Setting as a Co-Ordinator on Advanced Conference & Banqueting, then reassigning any events associated with that Co-Ordinator.