Requesting System Access

Requesting System Access

> SETUP & ADMINISTRATION

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eUsers can be granted access to GXP in a variety of different ways, depending on their job duties and how they will be using the system.

Refer to the following pages for each type of access:

Users with EIDs ............................................................................................................................... Fully licensed users; “Property Users”, “Property Admins” and “Dispatch Users”

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Users without EIDs ......................................................................................................................... Users who will use only limited functions of GXP

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“Reported By” Users ...................................................................................................... Users who do not use the system at all, but may report issues

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Non-EID Users ................................................................................................................. Contractors and other users who will use the system only temporarily (up to 90 days)

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Transferred Users .......................................................................................................... EID or non-EID users who are transferring from other properties

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IVR Users ..........................................................................................................................Users (usually Housekeepers/Room Attendants) who only create cases via the IVR phone system)

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For more on each role, check the Access by Roles job aid.

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Requesting Access for Users with Enterprise IDs (EIDs)All EID users count as licensed users of GXP.

Enter your EID and Password to Sign In.

Select the appropriate link to Find & Order a Service | Yourself or Find & Order a Service | Someone Else.

Follow the steps in the next pages to complete the process.

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Launch Internet Explorer and enter the following address: https://extranet.marriott.com/sdm/RequestCenter

The Marriott Identity Center is displayed.

https://extranet.marriott.com/sdm/RequestCenter

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3a

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Enter “empower” in the Search for a service field, then click Search.

Select EMPOWER: Guest Experiences (GXP) User Access Form from the list of Services.

After you click Find & Order Service | Yourself, your screen will look like this.

Click Proceed to Order.(Continue with the Completing the Form section on pages 5-6.)

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3b

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Click to Search for the person for whom you wish to order GXP.

Enter the person’s First Name and Last Name, then click Search.

Make sure the correct person is selected in the Search Results, then click OK.

In the Services section, enter “empower”, then click Search.

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After you click Find & Order a Service | Someone Else, your screen will look like this.

Click EMPOWER: Guest Experiences (GXP) User Access Form.(Continue with the Completing the Form section on pages 5-6.).

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1. Enter or verify the information in Requestor Information (only if ordering for someone else), Customer Information (i.e. information about the new user), and Manager Information (i.e. information about the new user’s manager.)

2. If the listed Manager Information is correct, make the appropriate selection.

Note: If the Manager Information is not correct, contact your Human Resources Manager to have his information updated before submitting the request.

Completing the Form

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3. In the User Role Selection, select the appropriate user type:• Property User: Recommended for most users who access GXP from both desktop and

mobile devices. Common tasks include: creating and assigning cases, chatting with guests, and managing pre-arrival requests.

• Property Administrator: Only for users who do administrative GXP tasks. Administrators can do all Property User tasks, as well as adding and removing users, granting and removing system access, and managing the list of rooms.

• Dispatch User: For users who primarily access GXP to receive dispatched cases. Common tasks include: creating and editing cases, and receiving cases.

• Above Property Reservations/Revenue User: This option is for above property associates who book for multiple hotels. Be sure to select the appropriate Department in the next section.

4. Select an appropriate Department, Locale, Language, Currency, and Timezone, or accept the defaults. Select an appropriate Department closest to your role on property. Make this selection carefully, since the user’s Department enables/disables certain GXP features (like Guest Lookup).

5. In Location Search, enter your MARSHA Code. (Users who work at more than one property should enter their primary hotel’s MARSHA code, then contact a Property Admin user at the other hotel(s) to be added to their Current Property User list.)

6. When you have completed the form, click Submit Order.

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• At your primary property: Follow the steps in this job aid.

• At any additional properties: Property Admin users at any additional properties would be able to add you as a New Current Property User at their hotel(s). To add someone as a Current Property User follow the steps on pages 8-11.

Using GXP at Multiple Properties

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Adding a User to your Current Property User list

Select Property Accounts, then select your property’s Account Name.

In the Current Property User section, click New.

As a Property Admin change your view to Accounts.

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Requesting Access for Users without Enterprise IDs (EIDs)

To Create a Reported By User

Carefully follow the instructions displayed, and enter only the specified fields to create each type of user.

A Reported by User cannot access the system, but can show in the Reported By field. Hotels not using the IVR system may add Housekeeper names in this way to use GXP’s Inspections functionality.

1. Enter only the Current Property User Name.

2. Click Save.

There is no charge/license required for Reported By Users.

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To Create a Non-EID User

Property Admins can use the Current Property User list to give access to a user who doesn’t have an EID.Choose this option for short-term contractor use only:1. Enter the user’s name in the

Current Property User Name field.2. Enter the user’s manager’s email

address in the Email field. (Enter the manager’s email if you do not have an email address for the user.)

3. Check the Non-EID User checkbox.4. Verify the Non-EID User Expiration

Date, or accept the default.5. Click Save.

An email will be sent to the email address on file to complete the non-EID user’s setup and create a password.

Additional Details for Non-EID Users

• Non-EID users have very limited functionality, so this option should be reserved for contractors and/or users who only need access for a short time (90 days or less), to receive work via a mobile device. Users who need access for more time should be given an EID and request access through the Identity Center.

• When non-EID users log in to the Salesforce Mobile App, they should first click the ‘gear’ icon and select Production in the Choose Connection screen shown here. For username, they should enter [first and last name together]@marriott.com, e.g. [email protected]

• When non-EID users log in to the desktop version of GXP, they should use the URL https://login.salesforce.com/ and the username above.

• Non-EID users expire 90 days after they are created, and must be manually extended. Run the Non-EID - Close to

Expire report to see if you have users who need to be extended.

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To Create a Transferred User

A Transferred User is transferring to your hotel and had a GXP log-in at another property.

1. Enter the Current Property User

Name.2. Use the magnifying glass to look up

the User Login, and select it.3. Click Save

To Create an IVR User

IVR Users do not require access to the Salesforce Mobile App. These are usually housekeepers or room attendants who enter cases via codes by phone.1. Enter a Current Property User

Name.2. Enter an IVR PIN. (Note: GXP does

not enforce unique PIN’s, so avoid assigning the same PIN to multiple users. Keep track of the PIN’s you have assigned.)

3. Click Save.

There is no charge/license required for IVR users added in this way.

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Requesting System Access