In the Team section you'll find all the team members, with profiles and specific associated rights, which allow them more or less action on Backyou. You can create as many team members as you need.
Standard profiles :
- Administrator: full access to all Backyou functions, including configuration settings.
- Venue administrator (for multi-properties accounts): has the same rights as an administrator, but is limited to a single branch, does not have access to the parameters (except for the message templates of the associated establishment)
- Hotel Sales Representative: does not have access to the parameters or to the Team section.
- Staff member: restricted access to function sheets and the room calendar in Read mode.
You can create as many profiles as you need at no extra cost.
My account :
When you log in to your Backyou account, in the top right-hand corner of the screen you'll find a drop-down menu where you can access the specific settings for your account. To do this, simply click on your name > my account.
- Information tab :
In this tab, you can change various details relating to your account, such as your contact details and password.
- Auto-assign managers tab :
You can automatically assign file types to yourself, designate yourself as the default manager for a particular client, company or segmentation.
- Email notifications tab :
This tab allows you to set the frequency with which you wish to receive email notifications.
Concept of main contact :
In the Team section, you will find your venue's main contact, identified by a black crown. This main contact will, by default, receive all notifications of new requests and the commercial proposals sent to clients.
If no Account Manager is assigned to a file, the name of the Main Contact will by default be displayed as the preferred contact for the client holding the file.
Classic and multi-properties account rights :
Classic account: a Backyou account for a single venue.
Multi-porperties: one Backyou account for several venues. An administrator has access to all the venues in the group, while a venue administrator only has access to the venues with which he or she is associated.
How can I reduce team member's rights?
You can assign a profile to a member of staff while reducing their rights. Go to the team section > edit profile.
Under the chosen profile > modify the rights of the venue sales role. A window will open:
You can uncheck rights for a profile at any time.
Creation of new team member
Team > Add a new Team member
Each user is assigned a unique e-mail address. The same e-mail address cannot be used by several team member.
The employee file (administrator and sales representative) is divided into three parts:
Profile tab :
- Information: general details and profile.
- So that the employee can receive his or her access, a password must be generated using the small wheel and the "send identifiers by e-mail" box must be ticked.
- E-mails: define how often summaries of actions to be taken on files are sent (message waiting, task to be carried out)
Hotel tab :
- Groups & Hotels: venues associated with the team member.
- Main contact: used to define a main contact within the team.
- Spaces & products: automate the allocation of spaces or products to team members, in particular to staff members for Function sheet (e.g. a chef can be automatically linked to catering products).
Auto-allocate files tab :
- Allows you to automatically assign file types to team members and define a default manager for a client, company or segmentation.
Deleting a team member profile
On Backyou, it is not possible to permanently delete an team member from the "Team" section. However, you can overwrite their data if necessary.
To do so :
- Go to Team > Edit.
At this stage, you can :
- Update the team member's general information
- Generate a new password
- Modify the information in the "Venues" and "auto-attribution of files" tabs as required
My Team members groups
You can group your team members into groups to make it easier to view their activity using a quick filter. For example: MICE group, Leisure group, etc.
Each group can have a designated manager, making it easier to supervise, coordinate and manage tasks.
By using these groups, you can filter the data in the File and Statistics section and easily see the turnover achieved, the number of files processed, or any other relevant metric specific to each group.