Super Admin Tasks — Managing Users, Permissions & Notifications

Hyatt NG — Super Admin Tasks

Overview

Super Admin tasks are completed and maintained at property level by the designated Certify Super Admin. This guide covers adding, disabling, and managing admin users, granting clone and refund permissions, setting up payment receipt notifications, and configuring reminder notifications.

The initial Super Admin is designated during portal setup and receives an email from Certify to get started. Additional Super Admins can be added as needed.

Logging In

On the login page, click Login with Enterprise ID and sign in using your Global ID through Hyatt's Single Sign-On. Bookmark your portal URL once logged in — each property has a unique URL. If you manage more than one property, use the My Portals dropdown in the top right corner to toggle between them.

Admin Roles

In Certify, users are called admins. There are three role levels:

• Admin — can send folders for signature or payment requests and view their own folders only.
• Power Admin — can send folders and view all folders sent from the property. Can access reports. Required minimum role for Sales and Events users accessing Certify through Envision.
• Super Admin — all Power Admin capabilities plus access to accounting settings, ability to create and remove admins, and ability to grant clone and refund permissions. Limit the number of Super Admins at your property.

Adding a New Admin

1. From the dashboard, select Administration.
2. At the bottom, select Create Admins.
3. Enter the user's email address and click Search. The system will confirm whether the email is found.
4. Assign a role from the dropdown — Admin, Power Admin, or Super Admin.
5. Enter the user's Global ID.
6. Click Create Account for User.

The user will receive an email from Certify to complete their profile setup.

Viewing All Admins

1. From the dashboard, select Administration > View Admins > View All Admins.

Changing a User's Role

1. Go to Administration > View Admins > View All.
2. Locate the user and click their email address.
3. Select the new role from the role dropdown and click Update.

Disabling a User

1. Go to Administration > View Admins > View All.
2. Locate the user and click their email address.
3. From the dropdown, select:
   • User — if the person is leaving your property but staying with Hyatt. They retain access to sign documents and their user profile.
   • Disabled — if the person is leaving Hyatt entirely.
4. Click Update.

Reactivating a User

If a team member receives an error on login stating their account needs to be reactivated, their account was likely deactivated due to 90+ days of inactivity.

1. Go to Administration > View Admins > View All.
2. Locate the user and click Reactivate.

Granting Clone and Refund Permissions

Clone and refund permissions are not included with any role by default — they must be granted separately by the Super Admin. These permissions are typically given to Finance team members.

1. Go to Administration > Account Settings > Security Settings > Clone and Refund.
2. Click the silhouette icon next to the group.
3. Enter the email address of the user who needs clone and refund access.
4. Click Add.

The user will have clone and refund access the next time they log in.

Setting Up Payment Receipt Email Notifications

When a payment is made or refunded in Certify, the customer and the Sales and Events manager automatically receive a receipt. To add Finance team members or a shared Finance email address to these notifications:

1. Go to Administration > Account Settings > Payment Settings > Payment Form and Receipt.
2. Enter the email address(es) in the open field. Separate multiple addresses with a comma.
3. Click Update.

Setting Up Reminder Notifications

The Super Admin can configure automatic reminder emails sent to customers for upcoming payments or pending signatures.

1. Go to Administration > Account Settings and scroll to Default Reminders and Notifications.
2. Existing reminder rules will be listed. Common defaults include reminders at 7 days, 3 days, and 1 day prior to payment due date.
3. To add a new rule, click Add New and configure:
   • Number of days for the reminder.
   • Trigger: after folder creation, before folder expiration, or before payment due date.
4. Existing rules can be edited or removed from this same screen.