ALICE has an unlimited user model to allow teams to add as many users to the account as needed to effectively collaborate. Users can be added or edited individually or in bulk through a template.
đ User Type & Roles
To perform this action in ALICE, the user must have at least Hotel User Admin User Type access.
Things to Consider
Usernames must be unique to the ALICE platform, not just your property. An error message will display if the username is taken.
An email is not required to create a user account in ALICE. However, it is recommended to add a work email for all usersâparticularly admin usersâwhen available as some notifications can be set up to send via email.Â
Users with an email associated with their profile can use the âForgot Passwordâ link on the login screen to reset their own password.
Users without an email associated with their profile will need a Hotel User Admin or Hotel Admin to reset their password manually. Reset the password field by entering a temporary password within the user profile and sharing that with the user. The user will then be required to change their password when they login to the platform.Â
Configure Password Policy in ALICE prior to adding any new users to the platform.Â
Create âRolesâ prior to adding new users. Learn more about how to Add Roles.
Jump to âAdd New User - Individuallyâ
Jump to âAdd New Users - Batchâ
Jump to âEdit Userâ
Add New User - Individually
â Steps
Access ALICE Admin by selecting the user profile icon in the upper right-hand corner. Then select âAdminâ.
Select âManage Usersâ from the ALICE Admin menu.
Select âAdd Userâ
Select Hotel - If you are an Admin to multiple properties, select the userâs base property. The base property is the main property that the user will log in to access.
Username - Create a unique username for the user.
Full Name - Enter the userâs full name. This will be the userâs display name in ALICE
Email - Enter the userâs email address (optional).
Photo - Select âChoose Fileâ to add a user photo to the profile. (optional).
Password - Enter a temporary password for the user. The user will be required to change their password upon their first login to the system.Â
Confirm Password - Confirm the temporary password.
Position - Enter the job title/position of the user.Â
User Type - Select a User Type from the dropdown. Users must have either Employee, Hotel User Admin, or Hotel Admin selected.Â
Employee: Access to the front end of ALICE. Restricts access from ALICE Admin.Â
Hotel_User_Admin: Access to only User associated sections of ALICE Admin.Â
- Can access âManage Usersâ
- Can manage Roles
- Can edit the propertyâs password policiesÂ
Hotel_Admin: Full Access to ALICE Admin menu.ÂHotel groups in which this user is Employee - Give this user âEmployeeâ User Type access to other properties by adding the property ALICE account name within this field.Â
Hotel groups in which this user is Admin - Give this user âHotel Adminâ User Type access to other properties by adding the property ALICE account name within this field.Â
Role - Apply existing Role templates to this user. Learn more about how to Add Roles.
Muted Facilities - In some cases, users may need access to view tickets within a Facility, but may not need to receive notifications for the tickets. Select any Facility from the dropdown to add it to the Muted Facilities field and prevent unnecessary notifications for users.
Language - Select the preferred language for this user.Â
Active - Enable for current staff. Disable (uncheck) for users that are no longer working at your property to prevent future access to your account. Â
Account Locked - Left unchecked, the user is able to access ALICE. When this box is checked, the user has attempted to log in 10 times unsuccessfully. The user must be manually unlocked to regain access. Uncheck the box to reinstate access.Â
Mobile Staff View Default (Check for Mine, Uncheck for All) - Controls the default ticket list view for the user on the ALICE Staff app. When checked, the ticket list will be filtered to âMineâ by default. When unchecked, the ticket list will be filtered to âAllâ by default.Â
Alert Me On Assigned Tickets - Sends a push notification to the userâs mobile device when they have been assigned a ticket.Â
Alert Me On Unassigned Tickets In My Facilities - Sends a push notification to the userâs mobile device when the ticket is âunassignedâ if the user has been granted permissions in the associated facility.
Set âAssign toâ to me - When creating tickets, the âAssigned toâ field will default to the creator/this user.Â
Creates service requests by popout- When enabled, selecting â+ Guest Requestâ or â+Internal Requestâ will open a new popout browser window.Â
Using OpenTable? Add the userâs OpenTable username and special requests to leverage the integration. Learn more about using OpenTable here.
Add a work-associated phone number (optional). This number can be configured to appear on confirmation letters and itineraries drafted by this user.
Select âSaveâ.
Add New Users - Batch
â Steps
Select âBatch Add/Edit Usersâ, then select âDownload Blank User Sheetâ
Open the template. Required columns are noted with an asterisk (*) on the template. Review the column instructions defined below.
ALICE UserID (Do not modify) - This column should be left blank when adding new users from a blank user template. When selected users are downloaded onto the template, the column will auto-populate with unique ALICE User ID numbers. To avoid errors during upload, do not edit this column.ÂUsername (Required) - Create a unique username for new users. Usernames must be unique to the ALICE platform, not just your account. An error message will appear if the usernames you are trying to use are already taken. If you are unsure about whether a username is available, you can test the username in ALICE by selecting âAdd Userâ and entering it into the âUsernameâ field.Â
Password (Required) - Enter a temporary password for your users here. They will use this password when they log in for the first time. Once they log in, they will be prompted to reset their password for themselves. If using SSO, this column is still a required column. Enter any text as a placeholder.
Full Name (Required) - Add the userâs first and last name. This will be the userâs display name in ALICE.Â
Position (Required) Â - Add the userâs job title. We recommend adding the complete job title and avoiding abbreviations or shorthand.Â
 Work Email (Optional) - Add the userâs company email address. Although this is not a required column, we encourage you to add emails so that users can reset their password, receive email notifications, or have direct email addresses listed on custom confirmation letters and itineraries.
Work Phone (Optional) - Add the userâs work telephone number to have it appear on customized templates for confirmation letters and itineraries.
Extension (Optional) - Add the userâs work extension, if applicable.Â
Home View on Mobile (Required) - âALL Ticketsâ by default. Select âMY Ticketsâ or âALL Ticketsâ from the dropdown. This column controls the default ticket list view for this user on the ALICE Staff app.Â
If âMY Ticketsâ is selected, the ticket list will be filtered to âMineâ by default.Â
If âALL Ticketsâ is selected, the ticket list will be filtered to âAllâ by default.
Alert for Unassigned Tickets? (Required) - âYesâ by default. Select âYESâ or âNOâ from the dropdown. When âYESâ is selected, ALICE Staff App (Mobile) users will receive a push notification to their device to alert them of a new, unassigned ticket within their department. Â
User Level (Required) - âEmployeeâ by default. Select an option from the dropdown.Â
OpenTable User (Optional)- âNOâ by default. Select âYESâ or âNOâ from the dropdown. If your users have an OpenTable Concierge account, select âYESâ. Contact ALICE Support (support@aliceplatform.com) to enable the full integration.
OpenTable Username (Optional) - If the user has an OpenTable Concierge account and âYESâ was selected in the previous column, add the userâs OpenTable username here.
SSO ID (Optional) - If using a Single Sign-On Integration, enter the SSO ID here.Â
Language (Optional) - âEnglishâ by default. If an alternative language is available in the account, select it from the dropdown.
Save the template sheet to the computer.
In ALICE Admin, navigate back to âManage Usersâ and select âBatch Add/Edit Usersâ.Â
Select âUpload Sheetâ.
Select the saved template and upload it by selecting âOpenâ.
When the upload is successful, the users will appear on the list view.
Troubleshooting User Upload
An error message will display if the upload template needs correction. The upload is imported to ALICE when all errors are resolved.Â
To resolve the errors, read the error message in full, then select âDownload hereâ to view errors and make corrections to the template.Â
Errors are highlighted on the template. In the example below, the highlighted usernames are already in use and will need to be changed to unique usernames.
Make corrections to the template then save. Re-upload using the âUpload Sheetâ button.Â
If all errors are resolved, a confirmation message will appear.Â
Edit Users
â Steps
Select a user from the user list.
Select âEditâ.
Make changes to user fields.
Select âUpdateâ to save.
Batch Edit Users
Select the users from the user list.
Select âBatch Add/Edit Usersâ.
Select âDownload Selected Usersâ.
Use the template to make changes in bulk.
Return to ALICE Admin, then select âBatch Add/Edit Usersâ.
Select âUpload Sheetâ.
Changes will be pushed to user profiles when successful.
Learn more about Troubleshooting User Uploads.