Before you start, to add new users you need to have Manage User permissions. Due to data protection, we cannot add new users for you; therefore, if you're missing the permissions, please contact your organisation's key users to take action on this.
📌Note: If you use Access Collins through Access Evo, please see our guidance on creating a new user with Access Evo.
To add new users in Access Collins, follow the steps below:
Click Settings.
From the drop-down list, click Users and then click Add User.
Complete the blank fields:
Email Address.
First Name.
Surname.
Click Add.
New users receive a sign-up email to complete registration via their registered email.
If the link is flagged as unsafe, your IT team can assist. Emails come from [email protected].
Once you've added the user, they appear in the user list. You can now update their user permissions.
User permissions and how to change them
You can manage staff access by setting permissions, restricting settings changes, and controlling site access.
⚠️Important: You must have Manage Permissions enabled for your user to complete these steps.
To manage user permissions you have to:
Click Settings, then click Users.
Click Edit by the relevant user.
Select the user type:
Read-Only User: Can add walk-ins, change the status of bookings in live service, and change the number of guests when checking in bookings, only. They cannot manage enquiries, move bookings around tables or deal with any bookings that aren't for today.
Restricted User: Inherits Read-Only access. Can create bookings based on type and availability, manage enquiries in Access Collins, confirm bookings up to a limit set in site settings, and send confirmation emails. Cannot add payments, pre-orders, download data, or view reports.
Bookings Manager: Has all Restricted User abilities, plus can confirm bookings of any size, view basic reports, take payments and pre-orders, and close same-day bookings via the Access Collins dashboard. For additional permissions for Bookings Managers, see the section below.
To change a user's site access, look under Sites, then either select all or type and click the desired site from the list.
For the new settings to take effect, ask the user to refresh their page.
They may need to fully log out and back in.
📌Note: Make sure to assign at least one site to the user; otherwise, the Save button won't function.
Additional Booking Manager permissions
Booking Managers can also have the listed extra permissions below, which you can set by following the steps above.
Permission | Details |
Advanced Reports | View all reports, including those with customer data and payments. |
Download Reports | Download all reports, including those with customer data and payments. This option only appears when Advanced Reports is ticked. |
Manage Booking Rules | Change your booking rules and Access Collins settings. |
Manage Venue Details | Manage your DesignMyNight venue page. |
Manage Permissions | Manage user access in Access Collins by adding new users and modifying their permissions. |
View Customers | Access the customer database without downloading any data, including the Enquiries page download. |
Download Customers | Has access to view and download the customer database, including customer data from the Enquiries page. |
Manage Refunds | Can refund a payment. |