Manage Users

Benefits of User Management

• Give every team member the right level of access for their role and responsibilities
• Invite hotel-level users directly, without going through headquarters or Support
• See all users across your organization, including who has access to which entities
• Keep your user list accurate by editing roles, adjusting scopes, and removing users when needed
• Export the user list to track access or share it with your team

Understanding User Types

CXP has two types of users. The User Type column on the Users page shows which type each person is:

• Enterprise users can access multiple entities together. They typically belong to an enterprise subscription, but in some organizations, an entity subscription can be configured with the enterprise user type, meaning users in that subscription are also classified as Enterprise users.
• Entity users belong to an entity subscription and have access to one entity.

With the expanded visibility on the Users page, you may see both types in your list, depending on who shares entity access with you.

How to Invite Users

If you're an Org Admin or Enterprise Owner

1. Navigate to Organization > Users in the side navigation.
2. Click Invite User in the top-right corner.
3. Select the user type: Enterprise (the user is added to the enterprise subscription and can access multiple entities) or Entity (access to one entity).
4. Enter the email address of the person you want to invite.
5. Select a role and a scope based on the user type.
6. Click Send Invitation.

If you're an Enterprise Admin

Enterprise Admins can invite entity users for the entities within their scope. Inviting enterprise users is reserved for Org Admins and Enterprise Owners.

1. Navigate to Organization > Users.
2. Click Invite User. The flow is scoped to entity users.
3. Enter the email address of the person you want to invite.
4. Select the target entity from the dropdown. Only entities within your scope appear.
5. Assign a role and click Send Invitation. Remaining seats in the target subscription are shown before you confirm.

If you're an Entity Owner or Entity Admin

1. Navigate to Organization > Users.
2. Click Invite User in the top-right corner.
3. Enter the email address of the person you want to invite.
4. Select a role. If the subscription has multiple entities, select the target entity from the list.
5. Click Send Invitation.

Once invited, the user receives an email to access the platform. On the login page, they can use Single Sign-On (SSO) or register to create a new account. Their status shows as Invited until they accept.

Post-Invitation Actions

After a user is invited, the following actions are available:

• Resend the invitation: Use this if the user didn't receive the email.
• Edit role and scope: Update their access permissions as responsibilities change.
• Remove the user: Revoke their access to the subscription.

Note: Enterprise Admins can edit and remove entity users within their scope. They cannot edit or remove enterprise users or any subscription owner.

Understanding Roles

Roles define what a user can see and do in the platform:

• Owner: Highest level of control in a subscription. Manages billing, subscription settings, and account administration. Each subscription has one Owner.
• Admins: Can configure features and manage users within their defined scope.
  • Organization Admin: Invited with "all entities" scope to the enterprise subscription. Has full access to every feature and can configure organization-wide settings, including managing entities and subscriptions.
  • Enterprise Admin: Invited with a limited entity scope (specific entities, an access group, or advanced rules). Can access features and manage entity users within that scope. Cannot configure org-wide settings or manage enterprise users.
  • Entity Admin: Full access to features within their assigned entities in the entity subscription. Cannot configure org-wide settings.
• Editors: Access to most features, including responding to reviews. Cannot configure subscription or organization settings.
• Read-Only: View-only access. Cannot edit, respond to reviews, or change settings.

Understanding Scope

Scope determines which entities a user can access. For enterprise subscriptions:

• By entities: Access to specific, selected entities.
• By access group: Access to a predefined group of entities, such as by brand, city, or country. Once created, the same access group can be assigned to multiple users.
• Advanced selection: Customize entity access using attribute-based rules.
• All entities: Full access to all entities in the subscription.

For entity subscriptions, scope is determined by the entities available in that subscription. If there's only one entity, scope is assigned automatically. For subscriptions with multiple entities, select the target entity from the list during invitation.

Important Considerations

• Enterprise Admins can invite, edit, and remove entity users within their scope. They cannot manage enterprise users (reserved for Org Admins and Enterprise Owners).
• Subscription owners cannot be modified or removed from the UI. Contact TrustYou Support to transfer ownership.
• If a subscription has reached its user capacity, the invitation is blocked.
• For enterprise owners and admins with "all" scope, user management is also available on the Subscription page, within the Users tab.