One of the first steps in setting up your Gazebo accounts is to edit your profile information, , administer user accounts to individuals within your organization, and setup basic information about your Company.
Gazebo Profile Setup
Select your profile photo at the top right of the page to view or edit your user profile information:
Update Your Contact Information
Update your Email Address, First Name, or Last Name by typing directly into the form field.
Select the Save button to retain your changes.
Upload or Change Your Photo
Click on the photo to choose an image to display for your profile. Choose a square image or it will be distorted when added.
Once you’ve uploaded your image, you may select the image to change it, or select Delete Image to remove it.
Select the Save button to retain your changes.
View Your Account Log
You may view (but not edit) the date and time your profile was created, and the last login date and time.
Change Your Password
Select the Change Password button to receive a temporary password and reset link to the email address for your account.
Gazebo User Administration
You may administer user accounts for those in your organization who help with managing rentals and operations.
Add a New User
To add or update users for your software subscription, select User Administration from the navigation menu.
Select the Add User button.
Provide a valid email address.
Enter the First Name and Last Name of the new user.
Select the Save button to save this user and send a password reset message to the email address for the user.
Update an Existing User
To make updates to a user in your subscription select the pencil icon next to the user name.
You may update the following values:
Email address
First Name
Last Name
Inactive status
You may also select Reset Password to send a message to the email address for this user. The message will have a login link and a temporary password for the user to log into the system. They will be prompted for a new password at that time:
User Roles and Permissions
Gazebo users can be assigned a role that activates a set of permissions which allow access to view pages, reports, and data, or to change data in the system.
Only users with the Administrator role can add or change users and assign them roles.
To assign a role to a user:
Select User Administration from the navigation.
Select the pencil icon to edit the user.
Choose a role from the Permissions dropdown menu.
Select Save.
User Permissions Are Additive
You can assign more than one role to a user if you want them to have a combination of permissions that they cannot have with just one role.
For example, you may want to assign a user permissions associated with the Booking Manager role. This role can view the Invoices tab, but not create invoices or accept payments. If you want a Booking Manager to also manage financials, assign them the Booking Manager role, then select the + icon to assign them the Financial role as well.
Here is a list of the roles and their associated permissions:
Role | Permissions |
Administrator | Can see all pages, tabs, and reports, and make any data changes allowable for the entire subscription.
Can add internal and external users for their subscription. |
Booking Manager | Can view and make changes to data for all bookings on the Overview, Details, Attendees, Housing, Activities, and Notes & Reminders tabs.
Can view the data on the Invoices tab.
Can view and change data in the Setup for Attendees, Housing and Activities.
Can view data on the Inquiries tabs, and the Pending Inquiries dashboard widget
Can view the Groups with Past Due Contracts dashboard widget.
Can view the Bookings reports. |
Financial | Can add a new booking.
Can view and change the Overview, Details, Rates, Attendees, Housing, Activities, Notes & Reminders, Forms & Communications, and Invoices tabs for all bookings.
Can view and change the Setup for Financials, Rate Packages, and Invoice Templates.
Can view Setup for Attendees, Housing and Activities. Contract Templates, Checklist Templates and Email Templates, and Other settings tabs.
|
Housekeeping | Can view the Bookings reports. Can view and change Setup for Inventory (within Activities Setup). |
Kitchen | Can view the Bookings reports. Can view and change Setup for Inventory (within Activities Setup). |
Maintenance | Can view the Bookings reports. Can view and change Setup for Inventory (within Activities Setup). |
External users, or Organizers have the following access and cannot be assigned any of the above roles:
They can view any info for their booking that is made visible on the portal.
They can change their password.
They can download and upload documents.
They can sign contracts.
Gazebo System Preferences
Basic information about your company or organization is necessary for outside communication, and for scheduling dates and times.
To view or edit this information:
Select Setup on the main navigation.
Scroll down the page and select Other from the setup options.
Select System Preferences.
Add or update your company or organization information
Update Your Company Information
Enter or update your Organization’s Name, Primary Address, Primary Email Address, Primary Phone, and contract-related information.
Select the Save button to retain your changes.
Set Your Time Zone
Your time zone setting impacts your merge fields for date and time when scheduling activities. Choose the time zone that you want to use for scheduling details.
Select the Save button to retain your changes.
Set Your Session Timeout
Enter the number of minutes that a session will remain active before timing out. This setting applies for all users in your Gazebo subscription.
Define Terms and Conditions
If you have standard terms and conditions you want to set for rentals, payments, or registrations, specify them here if you want to use the out-of-the-box contract generator.
If you are using custom templates do not set them here. Instead, incorporate them in your contract templates.