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PW Table and System Security - How to Restrict Access 
to Various Menus 

Revised 10/6/2004 - Article ID#: K000129


It is possible to restrict RDP users from entire menus or specific menu options.  Security is defined in the RDP system through power levels and fence levels.  Prior to instituting system security, RDP users must be defined and a security scale must be developed in order to group similar types of users into a security group.  For example, all front desk clerks are grouped together and have access to certain system functions.  Night auditors need additional functions in order to run system utilities and are grouped together. Supervisors are grouped together in order to have access to certain system tables, and accounting needs access to the entire system except for critical system tables and switches.  The System Administrator has access to all RDP functions.  Use the following checklist in order to institute system security:

  1. Define System Users.
  2. Create Security Groups/Assign Power Levels.
  3. Restrict Menus and Options.

Defining System Users

All system users are added as sub-records in table PW.  Use option 090 on the System Manager menu and choose option “U” to “Update Table Records”.  Enter table number PW and choose option “S” for “sub-record” to enter the appropriate user information:

Field Number Descriptions
1 - Password Enter the user’s password.  This is an eight digit alpha-numeric field.


2 - Power Level The power level dictates which RDP functions the user may access.  The power level is used in conjunction with fence levels.  For example, if the user power level equals 50 and the front desk menu has a fence level equal to 60, the user would not have access to this menu option.  See the Restrict Menus and Options section for more information on fence levels.


3 - Login Initials Enter the user’s initials in this field in order to prevent the system from prompting for initials when making reservations, posting charges, or taking payments.  If users always stay at one computer, enter his/her initials in this field.  If there is a chance the user may work on more than one computer during the day, leave the initials field blank and the system will prompt for user initials.

For example, if a front desk clerk has his own cash drawer and is always logged into one computer, enter his initials in field #3.  With initials entered in field #3, the system automatically stamps the clerk’s initials on each monetary transaction and posting.  If clerks share a cash drawer and jump back and forth between computers, leave the initials blank.  This way, the system prompts for initials and the correct clerk will be accountable for postings/payments as opposed to the clerk who happens to be logged into the system at the terminal in question.


4 - Menu Table Number Enter the RDP menu table number the user should see when he logs in.  Leaving this field blank brings the user to the RDP Main Functions menu at login.  However, if a property wants all front desk clerks to see the Front Desk Mini Menu (power menu) when they login, enter “XY” in field #4.  The XY is displayed at the top of the specified menu.  For example, menu code XY is displayed in the header of the Front Desk Mini Menu:
5 - Clerk Number Used only for customers with the Credit Card interface module (RJ).   Enter a unique four digit number for each clerk.


6 - 362 Refresh If a user needs the “362” - “View Current Occupancy Status” screen refreshed at a different rate (in minutes) than the default set in switch #419-10, enter it here.


7 - Use Power Menus RDP recommends using power menus for all users.  The power menus contain all of the options as the normal menus, but in an abbreviated form.   Enter a “Y” to use power menus.


8 - Use Alternate CCard Processor Used at properties who have payments taken in the reservation department go to a different processor than payments taken by the rest of the staff.  Please contact RDP support for additional information.


Create Security Groups

Once all users are defined, associate them into security groups based on their job responsibilities.  For example, group all front desk clerks together, all auditors together, and all supervisors together.  Security groups are not entered into the RDP system, they are formed in order to organize users.  Once groups are established, assign a power level to each, between 1 and 100.  For example, assume a property organizes the following security groups:

Group Number Department Power Level Logins




  • Housekeeping (One Login)


Front Desk Clerks


  • Steve
  • Pete
  • Sue


Night Auditors


  • Mike
  • Todd
  • Bob




  • Rita
  • Joe


System Administrator


  • Mark

Restrict Menus and Options

Once users have been added, security groups, created, and power levels assigned, it is possible to restrict menus and options by accessing the correct table and assigning fence levels.  As an example, assume the property with the above security groups wants to give each front desk clerk access to the Reservations, Front Desk, Groups, Travel Agents, Housekeeping, and Past Guest Master menus.  Follow these steps for creating these security levels:

  1. Access the RDP Main Functions Table in Option 090.
  2. Assign corresponding fence levels to sub-records.
  3. Test Security.

Access the RDP Main Functions Table

Each RDP menu is a table which can be accessed in option “090” - “Update System Tables”.   In order to find the corresponding table number, access the menu in question.  For example, to create the security listed above, access the RDP Main Functions menu.

Looking at the menu header, the table that corresponds to the RDP Main Functions menu is “R0”.  Access table R0 through option 090 on the System Manager menu.  Choose option “U” to “Update System Tables” and enter “R0”. 

Each sub-record is a menu choice.  In order to restrict a menu choice, highlight the sub-record and press <ENTER>.  In our example, front desk clerks should not have access to the Room Master menu (amongst others).  After highlighting sub-record 11 and pressing <ENTER>.

Currently, the “Program Fence Level” (field #3) is blank.  In order to restrict front desk clerks from this option, the fence level must be higher than their power level (60).  Any number higher than 60 will restrict this menu choice by taking it off of the RDP Main Functions menu when logged in as one of the front desk clerks.  In order to set the security level correctly take into account all other groups that should be restricted from the menu choice.  In the example above, night auditors and supervisors should also be restricted from this choice.  Assigning a power level of 90 will display this menu choice only to the System Administrator, Haynes.  To test the security level, log in as John, one of the front desk clerks.

Ä    Use option 999 from the RDP Main Functions menu in order to quickly change user names.

After logging in as John, menu choice “11” - “Room Master” does not display on the RDP Main Functions menu.

It is possible to restrict choices on menus as opposed to restricting entire menus.  For example, if front desk clerks should have access to the Front Desk Mini menu but not option “111” - “Cancel No Shows”, access table number XY, and assign a power level to sub-record 111 higher than 60.

Ä     When using power menus, be sure to use R0 sub-records “21 - Reservations Power Menu”, “22 - Front Desk Power menu”, and “23 - Night Audit Power menu” when restricting access to the Reservations, Front Desk, and Night Audit menus.

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