Configuring Partner account profile settings

Configure Partner profiles to ensure up-to-date information and smooth partner access.

Learn how to add or edit Partner Accounts, including disabling or enabling accounts, adding or editing profile information, changing passwords, requiring two-factor authentication, clearing two-factor authentication,  adding or updating mobile phone numbers, subscribing to Checkfront updates, archiving Staff accounts, and answers to frequently asked questions.

New to Partner accounts? Please read the first article in this series: Introduction to Partner Accounts.
 

Learn more about Staff and Customer accounts Looking for information on Staff or Customer accounts? Check out the following articles: Introduction to Staff Accounts Introduction to Managing Customer Accounts

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Manage > User Accounts > Partner Accounts > New Partner Account/Edit Account > Profile
   

What more do I need to use this feature?

• Admin permissions to manage User Accounts.
• Our Android and iOS mobile apps do not support Partner Accounts. Partners must access accounts using their desktop or mobile browsers.
   

Which Checkfront version supports this feature - classic items, classic products, or both?

• This feature is available in both our classic items version (Inventory > Items) and our classic products version |(Inventory> Products).  → Learn more about products

A Partner Profile can be added via the New Partner button at the top-right of the Partner Accounts tab or edited by clicking the Name of any Partner Account record within the Partner Accounts list.

The Partner Account is enabled by default. Toggle the Enabled control off or on to change the status of the User Account. Partner Accounts can be Disabled to temporarily remove a Partner's access.

The following information and settings apply and can be edited with Admin permissions.

First Name

The primary contact's first name for your Partner is required.

Last Name

The primary contact's last name for your Partner is required.

Email

An Email address for your Partner is required. This is used as the login Email, as well as for notifications and internal communications

Nickname

An abbreviated name for your Partner is required. This should be a short, unique name used in reports and notes.

(Partner) Tags

Partner Account Tags allow you to link different Partner Accounts for search purposes to help you find Partner Accounts from the same company or organization across Commission Groups when attributing a booking to a partner.

Commission Group

Commission Groups let you group similar Partner Accounts in the Commission report filters.

Login ID/Username

Login Username has been deprecated. Please use your email address to log in. 

Setting/Changing Passwords

This is the Password the Partner uses to access their account. This can be changed in their Profile later on or by resetting their password. The password should not match any other Partner's password.   

To maintain a high level of security in your account, the new password must contain...

• At least 8 characters
• At least 3 of the following:
  • Lower case letters (a-z)
  • Upper case letters (A-Z)
  • Numbers (0-9)
  • Special characters (e.g. !@3$%^&*)

Passwords must NOT contain empty spaces

Requiring Two-Factor Authentication

Enable this setting if you need the account in focus to utilize Two-Factor Authentication.

The Partner is then prompted to configure Two-factor Authentication when logging in.

Two-factor Authentication can also be required for all accounts by an Admin via Account Settings or by a Partner through their account profile.

Learn more about security For a detailed look at enabling Two-Factor Authentication, check out the following articles: Introduction to two-factor login authentication Enabling two-factor authentication within User accounts

Clearing Two-Factor Authentication

Select this option to reset the User's authentication.

Adding or updating mobile phone numbers

Enter the Partner's Mobile Phone number here to use SMS notifications. Third-party Twilio integration is required for this.  

Email this account important Checkfront service updates and announcements

Check the box to have the Partner receive emails about important Checkfront service updates and announcements.

Learn more about account profiles For a detailed look at Partner Profiles from the Partner perspective, check out the following article: Managing your Admin, Staff or Partner account profile

To change a Partner's email, follow these steps:

1. In the Partner profile, select and remove the text in the Email field.
2. Enter a unique email address into the field.
3. Select Save when finished.

We advise you to have your Partner change their password using the Forgot Password? option feature or through the change password option within their Account Profile. This ensures that only the account holder is privy to their password.

If need be, you can change a Partner's password here by following these steps:

1. In the Partner profile, select the Change Password button.
2. In the New Password field that appears, enter a new password that meets the requirements listed above.
3. Select Save when finished.

You can suggest that Partner use the Forgot Password? link within the Login form.

This saves you from having to communicate the new password to the Partner outside the system, keeping it private and secure.

Learn more about resetting passwords For a detailed look at how Partners can reset their password, check out the following article: Resetting your forgotten password

Two-Factor Authentication can be reset for select User Accounts by an Admin. This is helpful if a Partner loses their authentication device or wants to change authentication methods or applications.

1. Go to User Accounts (Manage > User Accounts). 
2. Find the Partner Account you need to update and click on the Partner's Nickname to open the Edit Account side panel.
3. Click on the Clear Two-Factor Device Settings button.

Next time the Partner logs in, they are asked to set up authentication again.

Learn more about clearing Two-Factor Authentication Users can also clear Two-Factor Authentication from their profiles, for example, if they need to switch authentication methods or apps. Managing your Admin, Staff or Partner account profile

To fully disable Two-Factor Authentication for a Partner account, follow these steps.

1. Go to User Accounts (Manage > User Accounts). 
2. Enable Require Two-Factor Authentication within Account Settings.
3. Save the change.
4. Find the Partner account you need to update and click on the Partner's Nickname to open the Edit Account side panel.
5. Click on the Clear Two-Factor Device Settings button.
6. Go back to Account Settings and disable Require Two-Factor Authentication.
7. Save the change. 

Partner Accounts can be archived if they are no longer needed or were created in error. Simply click the Archive button found at the bottom of the Edit Account page.

Archived accounts appear in the Partner Accounts list when you filter by Archived status. From there, you can edit the account and Unarchive the Partner.

Archiving Partner Accounts Archived Partner Accounts do not count toward total Partner Accounts. If you archive a Partner Account, this opens up a space for a new Partner Account!

Next Steps

In the following article, we look at managing Partner Account permission settings.

< Enabling system-wide account settings for Partner accounts     |     Managing partner account permission settings >