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Review RMS Users

Users and their assigned Security Profiles determine who can access your RMS database and what actions they can perform once they have logged in.

Overview

System Administrators should regularly review the active Users in RMS and their assigned Security Profiles to protect the sensitive information stored in the RMS database.

✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

 

 

Active Users

In the side menu of RMS, go to Setup > Users > User Information. 

Review the list of displayed Users and set any that should not have access to RMS as 'Inactive'.

To set a User 'Inactive' -

  1. Select the View 'Active'.
  2. Select 'Edit' on the identified User.
    RMS User Information screen showing a list of active users with columns for Username, Name, Email, Profile Name, and Status, and the Edit option selected on a specific active user to update their access.
     
  3. Set the 'Active' toggle to the off position
    RMS User setup window for a selected user showing the Active toggle switched off to make the user inactive and remove their ability to log in to RMS.
     
  4. Select a Reason.
  5. Select 'Save/Exit'.
    RMS User setup screen displaying a dropdown list of Reasons (such as Left Employment, Seasonal, or Suspended) with one reason selected, and the Save/Exit button highlighted to confirm setting the user to inactive.
     
  6. Select 'Save/Exit'.
    RMS User Information screen re-displayed after saving changes, showing the updated user now marked as Inactive in the Status column.
     

Security Profiles

Review the level of access each active User has in RMS by checking which Security Profile is assigned.

The 'Profile Name' column on User Information setup will list all Security Profiles assigned to that User and can be used to quickly verify the Security Profile assigned still matches the staff member's role at the property.
RMS User Information list highlighting the Profile Name column, showing one or more Security Profiles assigned to each active user to indicate their access level in RMS.

Enterprise customers may choose to 'Edit' a user and review the Properties and Security Profiles a user has access to on the 'Profile' tab.
Users should only be assigned a Security Profile with the access level required to perform their duties.
RMS User setup window on the Profile tab showing a matrix or list of Properties with associated Security Profiles ticked or selected, allowing Enterprise customers to control which properties and access levels each user has.

 

User Audit

Tip!
Review the Password Policy and enable Two Factor Authentication for an additional
layer of security to user login, or use Restricted IP Addresses to limit the IP Addresses
that can access your RMS database.

 

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