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Add, edit, and delete your property’s users on one screen in Settings.

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Business Value

  • Manages users in Settings, not on the old admin screen.
  • Opens fast, even with hundreds of users.
  • Finds a user by search, role, or active status.
  • Sets a password or sends a reset link.
  • Resets 2FA for a user who lost their authenticator app.
  • Controls who can add, edit, or delete users.

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Use Cases

  • A hotel administrator adds a new receptionist and gives them roles on one form.
  • A front office manager sends a reset link to a staff member who cannot sign in.
  • A receptionist gets a new phone and loses the app. The admin resets their 2FA in a minute.

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How It Works

System Users is next to Roles in Settings. One form holds everything about a user. The old Users screen could only give roles. You had to add, edit, or delete users somewhere else.

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The User List

The list shows 25 users per page. Above the list:
  • Search: type to find a user.
  • Active status: show only active or only inactive users.
  • Role: show only users with a given role.
Click a row to open that user’s form.

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The User Form

Each user has their own page with these sections:
  • Each cashier number can belong to one user only.
  • Changing cashier details does not affect an open cash drawer.

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Passwords

You have two options:
  • Set a password on the form.
  • Send a reset link by email. The user then picks their own password.

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Two-Factor Authentication

Users turn on 2FA with Turn On Two-Factor Authentication. If they lose the app, they cannot log in. You can fix this here. The section is below Password. It shows the user’s status: To reset a user’s 2FA:
  1. In Two-Factor Authentication, click Reset 2FA.
  2. A box asks you to confirm. Click Reset 2FA.
  3. You see Two-factor authentication has been reset.
  4. The status changes to Not enabled. You do not need to reload the page.
What a reset does:
  • It removes all the user’s 2FA methods: the authenticator app, backup codes, and phone.
  • The user logs in with their username and password only.
  • The user does not have to set up 2FA again. They can turn it back on from their profile at any time.
  • The user’s password, roles, properties, and active status do not change.
  • The user gets an email naming the admin, with the date and time. If they have no email address, no email is sent.
  • The system records who reset the 2FA, for which user, the property, and the date and time.
Who can reset:
  • Only users who can set another user’s password.
  • Other users do not see the section.

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Who Can Manage Users

  • Adding, editing, and deleting users each have their own permission.
  • For example, someone can edit users but not delete them.
  • Any signed-in user can see the list.
  • You only see users in the properties you can access.
  • A user created here cannot get Kwentra staff access.