Security Profiles decide which staff can build Payment Schedule Templates and which staff can override a Payment Schedule on an individual reservation.
What are the Security Profile permissions for Payment Schedules? Two separate permissions control Payment Schedules, and both are set at Setup > Users > Security Profiles. Every RMS user can view the Payment Schedule on a reservation, but one permission decides who can configure templates and a second decides who can override a schedule on an individual booking.
What Security Profile access controls Payment Schedules?
Two permission areas apply, and they sit in different parts of the Security Profile. Use this when a staff member reports that they can see a Payment Schedule but cannot change it, or cannot reach the setup screens at all.
| Permission area | Where it lives | What it grants |
|---|---|---|
| Payment Schedules | Setup Screens > Accounting section of the Security Profile | Access to build and process Payment Schedule Templates. |
| Allow Override of Payment Schedules | Reservation Screens section of the Security Profile | Ability to change or override the schedule applied to one reservation. |
Permission values
Setup permissions accept three values:
- Allow (Yes) grants the user full access to the function.
- Read Only lets the user view the function without making changes.
- No blocks the user from the function. Users on that profile cannot open the Payment Schedule setup and processing screens.
What override access changes on a reservation
Where Allow Override of Payment Schedules is set to Yes, users on that profile can select the edit icon or the underlined words Payment Schedule in the Account column of a reservation, then adjust or override the schedule that was applied automatically. Where it is set to No, those users can still see the Payment Schedule but cannot edit or override it.
How do I grant access to Payment Schedule setup?
Before you begin, you will need access to Setup > Users > Security Profiles, and you will need to know which profile the affected staff member uses.
In the side menu of RMS, go to Setup > Users > Security Profiles.
- Open the Security Profile you want to change.
- Use Search (Highlight) to search for Payment Schedule. This highlights matching results across the whole profile in one pass, including the entry under Setup Screens > Accounting and the entry under Reservation Screens - you do not need to search again once you reach Reservation Screens.
- Under Setup Screens > Accounting, locate the highlighted Payment Schedules entry.
- Set it to Allow (Yes), Read Only, or No.
- Scroll to the Reservation Screens section of the same profile, where the same search highlights Payment Schedules.
- Set Allow Override of Payment Schedules to Allow (Yes), Read Only, or No.
- Select Save/Exit.
Tip! Searching Security Profiles for Automated returns further permissions that suit staff who process scheduled payments. Search for other related words to find permissions covering adjacent functions.
Please Note! Further Payment Schedule controls are added to Security Profiles over time. Search a profile for Payment Schedule to list every related permission currently available.
Frequently asked questions about Payment Schedule access
Why can a staff member see a Payment Schedule but not change it?
Allow Override of Payment Schedules is set to No on their Security Profile. Viewing is available to every user, so the override permission is what separates viewing from editing.
Does Read Only stop a user from processing a scheduled payment?
Yes. Read Only lets the user view the function only. Grant Allow (Yes) to a staff member who needs to process payments for a guest or corporate customer.
Where do I change these permissions?
Both permissions sit under Setup > Users > Security Profiles, in the Setup section and the Reservation Screens section of the profile.
A staff member still cannot reach the setup screens. What should I check?
If a user cannot open Payment Schedule setup after you grant access, check that you edited the Security Profile that user is actually assigned to. For example, if a front office staff member is on a Front Office profile but you granted access on a Reservations profile, the problem will persist until you set Payment Schedule to Allow (Yes) on the Front Office profile.
Related Payment Schedule articles
- Payment Schedule Initial Trigger Options
- Deposit Rules After You Activate Payment Schedules
- How to Manage Payment Schedules on a Reservation
- Payment Schedule Hierarchy
Payment Schedule series navigation
< Previous Article: Payment schedules in RMS
> Next Article: Deposit Rules After You Activate Payment Schedules
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