Creating a GEMS Account and a User Role

INTELITY understands that staff members come and go, and when that happens, you will need to create user accounts in GEMS to accommodate the new hires. This tutorial will show you how to create a role and an account for your new staff member.

 

Step 1 – Login to GEMS via the following URL – https://Dashboard.keyprprod.com

Step 2 – Select “>>” in the bottom left corner of the screen to expand the Side Bar.

Step 3 – Select the “User Management” option.

 

 

Step 4 – Select “Roles & Permissions”.

 

You will notice 4 roles that have a padlock next to them.  Those roles are old and should NOT BE USED because they allow for sections to be displayed in GEMS that may not pertain to your hotel/resort.  With that being said, you will create new roles that do.

 

Typically, INTELITY will create the following 4 roles for its customers which are acceptable by the majority, however, sometimes the roles are not created.

1. Management – Has access to all of GEMS that’s pertinent to the hotel/resort
2. Front Desk – Has access to the Guests, Rooms, Requests and Work Orders sections within GEMS.
3. Hotel Staff – Has access to Requests and Work Orders.
4. Content/Marketing – Has access to the CMS (Content Management System) to manage the content to be displayed to guests via the In-Room and/or smartphone app.

 

Step 5 – Select “Add Role”.

 

Step 6 – Enter a name for the role, for example; “Front Desk”, and then select “Submit”.   Note: You will repeat steps 5 and 6 for each role you create.

Once the role has been created, it will appear first in the list, and all of the boxes underneath it will be empty.

 

The empty boxes coincide with the sections on the GEMS Side Bar.

 

Step 7 – Place a checkmark into the box next to each section you want the person with that particular role to be allowed to see when logged in to GEMS.  Afterwards, select “Update” at the bottom of the screen. Repeat this step for every role you create.

 

Now that the role has been created, let's add a user for that role.

Step 8 – Select the “User” tab and then select “Add User”.

 

The preferred method is to add the following and then select the appropriate role you created above.

• First name
• Last Name
• Email Address

Note: Once you’ve inputted the email address, the next three boxes will gray out and not allow for any input.

Step 9 - Select the appropriate service request subscription.  These subscriptions determine what type of guest requests the user can view while logged in to GEMS.  If the user works in housekeeping, select “Housekeeping”.  If the user works in Maintenance, select “Maintenance”, etcetera.

If the user will be allow to create and view work orders then place a checkmark in the appropriate Work Order Subscriptions box and then select "Save".

 

After selecting the "Save" option, an email will be sent to the user prompting him or her to enter a password to activate the account.  If the email is not visible in the user's inbox, have him or her check the SPAM/JUNK folder.

In GEMS the user's name, email address and role will appear among the list of users, and will have the word "false" displayed underneath the "Active" column.  The "false" status indicates the user has not activated his or her account.

 

 

Once the account has been activated, the status will change to "true".  That's all there is to it.