At a Glance • Key Takeaways
- Automated Efficiency: Streamline online bookings, live availability scheduling, and customer communication without manual intervention.
- Live Capacity & Conflict Prevention: Prevent double-booking across staff, rooms, activity sessions, or rental fleet assets in real time.
- 0% Platform Booking Fees: SmartBookings does not charge transaction fees or take percentage cuts of your ticket sales or customer payments.
1. Overview of Admin Portal Access
Every staff member who accesses your SmartBookings admin portal should have their own individual login account. This provides accountability, security, and allows you to restrict sensitive business settings and financial revenue reports from day-to-day operators.
2. Administrator vs. Operator Roles
| User Role |
Typical Staff Job Title |
What They Can Access |
| Administrator |
Business Owner, General Manager, Finance Director |
Full Access: Can edit payment gateway keys, system settings, create other staff accounts, view total revenue & booking statistics, export customer data, and edit categories and prices.
|
| Operator |
Receptionist, Front Desk Staff, Party Host, Laser Tag Marshall |
Operational Desk Access: Can search customers, take staff bookings, check-in attendees, process tickets, and manage daily sessions. Sensitive financial dashboards, system settings, and user management menus are automatically hidden.
|
3. Adding a New Staff User
1 Go to Settings > Admin users (AdminUsers.aspx).
2 Click the Register New User link (opens Admin_Register.aspx).
3 Enter the staff member's details:
- Username: Typically their work email address or staff name.
- Temporary Password: Create a strong temporary password (at least 8 characters with a mix of letters and numbers).
- Role: Select Administrator or Operator.
4 Click Register Staff Account.
5 Instruct the staff member to log in and immediately change their password and set up Two-Factor Authentication (MFA).
4. Modifying Roles or Deleting Staff
In Settings > Admin users:
- Change Role: Click Edit next to any staff member, change their
ManagerRole dropdown, and click Update.
- Revoke Access: When an employee leaves your venue, immediately click the red Delete button next to their name to revoke all portal access instantly.
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Frequently Asked Questions
What is the difference between Administrator and Operator user permissions?
Administrators have full access to system configuration, financial reports, payment settings, and user management. Operators have restricted access focused on daily operations: taking phone bookings, searching customers, and checking in arrivals.
Can I prevent front-desk reception staff from seeing financial revenue totals?
Yes. Assigning staff to the Operator role conceals sensitive gross revenue dashboards, banking settings, and financial exports, protecting commercial confidentiality.
How do I deactivate a former employee's access to the admin portal securely?
In Settings > Admin Users (AdminUsers.aspx), simply uncheck 'Active' or click 'Delete' on the user's account. Their login credentials are revoked immediately.
Can multiple staff members log into the admin portal simultaneously on busy days?
Yes. SmartBookings supports unlimited concurrent staff users, allowing multiple reception terminals and supervisor tablets to operate at the same time without conflicts.
How does SmartBookings log which admin user created or amended a booking?
Every administrative booking, payment entry, and session reschedule records the logged-in user's ID, providing a complete audit trail for accountability.
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