Manage Users and Permissions in WaveRez Admin

Users in WaveRez Admin are individual login accounts for every staff member, admin, and crew member who needs access to the platform. WaveRez Admin V2 has overhauled permissions from the previous system — partners now have granular control over what each user can access, and permissions can be set per user via standard groups (Admin, Reservations, Restricted reservations, View only, Wherewolfe, Integrations) or fully customized down to individual capabilities. All user management happens under General > System Setup > Users, where the main admin can register new users, edit profiles, reset passwords, set permissions, and suspend or unsuspend accounts. Separate accounts for every person are strongly recommended — WaveRez Admin logs all activity by user, so individual accounts make it possible to track who made changes and when.

You must be logged in as the main admin user (or a user with the Manage users permission enabled) to register, edit, suspend, or change permissions for other users. New WaveRez accounts that have just migrated from V1 require a separate one-time activation step before additional users can log in — see the Activate Additional Users After Migrating to V2 article for that workflow.

The Users page is the central location for managing all user accounts on a WaveRez Admin account. It is accessed from the General section of the left sidebar, under System Setup.

Step 1 — Click General in the left sidebar of WaveRez Admin to expand the General section.

Step 2 — Click System Setup in the General section to expand the System Setup submenu.

Step 3 — Click Users in the System Setup submenu. WaveRez Admin loads the Users page, which displays all users on the account.

The Users page shows two tabs at the top — Active and Inactive — and a Register button in the top-right corner. Each user row displays their username, email address, and a status label (such as main user in green or crew member in purple). A three-dot menu appears on the right side of each row for managing existing users.

Registering a new user creates a fresh account that anyone — staff, admin, or crew member — can use to log in to WaveRez Admin. Registration requires a username, email, and temporary password that meets WaveRez's password requirements. The user will be prompted to set their own password the first time they log in.

Step 1 — Click the Register button in the top-right corner of the Users page. WaveRez Admin opens the user registration form.

Step 2 — Complete the user profile fields. The username and email address are required. Adding a first name is strongly recommended — activity logs, crew assignments, and the manifest all display user names, so unnamed accounts cause confusion in day-to-day operations.

Step 3 — On the Type selector at the top of the Info tab, choose either Custom portal or Crew member based on what this user needs access to:

Step 4 — Set a temporary password meeting all five requirements:

Step 5 — Click Save in the top-right corner of the page. WaveRez Admin creates the user account. The user can now log in with their username and the temporary password, and will be prompted to set their own password on first login. WaveRez does not send an automated notification — share the username and temporary password with the user directly.

User profile information is edited from the Info tab on the user's profile page. Changes here include username, name, email, phone, title, and the user's Type (Custom portal or Crew member).

Step 1 — On the Users page, click anywhere on the user's row except the three-dot menu. WaveRez Admin opens the user's profile page on the Info tab.

The Info tab displays the user's status label (crew member or main user), the Info and Permissions tabs, the Type selector with Custom portal and Crew member options, and editable fields for Username, Title, First name, Last name, Email, and Phone.

Step 2 — Update any of the editable fields:

Step 3 — If the user's role has changed, update the Type selector at the top of the Info tab. Choose Crew member for users who should be assignable on Trips. Do not switch a user to Custom portal unless WaveRez Support has specifically instructed you to — this is a specialized type that prevents normal login when used outside of its intended use case.

Step 4 — Click Save in the top-right corner of the page. WaveRez Admin saves the profile changes.

The Reset password action lets the main admin set a new temporary password for any user — useful when a user is locked out or has forgotten their password. The user will be prompted to set a new password on their next login.

Step 1 — On the Users page, click the three-dot menu on the right side of the user's row whose password needs to be reset. The menu opens with Suspend and Reset password options.

Step 2 — Click Reset password. A password prompt opens.

Step 3 — Enter a new temporary password meeting the password requirements (12 characters minimum, with at least one number, one lowercase letter, one uppercase letter, and one special character or non-leading/trailing space). Click Save.

Step 4 — Share the new temporary password with the user directly. WaveRez does not send an automated notification when an admin resets a password. The next time the user logs in, WaveRez Admin will prompt them to set a new password of their own.

Suspending a user blocks them from logging in to WaveRez Admin without deleting the account or its history. Suspended users move to the Inactive tab on the Users page and can be unsuspended at any time. Suspending is the recommended approach when an employee leaves — it preserves all historical activity records associated with that user.

Step 1 — On the Users page, click the three-dot menu on the right side of the user's row. The menu opens with Suspend and Reset password options.

Step 2 — Click Suspend. A confirmation dialog opens with the title "Suspend" and the message "Are you sure? Please confirm that you would like to block the user?" with Cancel and Yes, do it! buttons.

Step 3 — Click Yes, do it! to confirm. WaveRez Admin suspends the user, removes them from the Active tab, and moves them to the Inactive tab. The user can no longer log in until they are unsuspended.

Unsuspending a user restores their ability to log in to WaveRez Admin. Suspended users live on the Inactive tab of the Users page and are unsuspended from the same three-dot menu used to suspend them.

Step 1 — On the Users page, click the Inactive tab at the top. WaveRez Admin displays all suspended users.

Step 2 — Click the three-dot menu on the right side of the suspended user's row. The menu opens with Unsuspend and Reset password options.

Step 3 — Click Unsuspend. WaveRez Admin restores the user's access immediately and moves them back to the Active tab. The user can log in with their existing username and password.

WaveRez Admin V2 permissions have been completely overhauled from the previous version. Permissions are now granular down to individual capabilities, and every user can be configured with a standard permission group or a fully custom set of permissions tailored to their exact role. Permissions are set on the Permissions tab of each user's profile.

Step 1 — On the Users page, click the user's row to open their profile.

Step 2 — Click the Permissions tab on the user's profile page. WaveRez Admin displays the Group dropdown and the list of individual permissions.

Step 3 — Click the Group dropdown to choose a preset permission group, or select Custom to configure individual permissions one at a time. The dropdown contains seven options:

Step 4 — If a preset group is selected, the corresponding individual permissions are checked automatically. If Custom is selected, every permission can be toggled on or off independently. Use the Select/Unselect all link at the top of the permission list to toggle every permission at once.

Step 5 — Click Save in the top-right corner of the page. Permission changes are not applied until Save is clicked.

When Custom is selected from the Group dropdown, every individual permission can be toggled independently. The complete list of available permissions and what each controls:

The granular permission list lets admins build precisely scoped roles — for example, a check-in staff member can be given Orders access, Order overview, Print receipts, and Send order updates without granting access to Settings, Refund payments, or Manage users.

Create individual accounts for every person. WaveRez Admin logs all activity by user account. Shared accounts make it impossible to determine who made changes. Create a separate account for every staff member, even seasonal employees.

Set permissions before sharing login credentials. Assign the correct permission group on the Permissions tab before giving a new user their username and temporary password. This prevents accidental access to areas they should not see on first login.

Use descriptive first names on every account. Activity logs, crew assignments, and the manifest all display user names. At minimum, set a first name on every user account so day-to-day operations stay readable.

Suspend rather than delete when an employee leaves. Suspended accounts cannot log in but preserve all historical activity records associated with that user. Permanent deletion is not recommended because it severs the historical record of who performed past actions.

Do not use Custom portal type unless instructed by Support. Custom portal is a specialized account type for a duplicate affiliate portal feature that is rarely used. Selecting it without support guidance prevents the user from logging in normally.

Symptom: A user reports that the temporary password set during registration does not work, or that they receive a login error.

Cause and resolution: Verify the temporary password meets all five requirements: 12 characters minimum, at least one number, at least one lowercase letter, at least one uppercase letter, and at least one special character or non-leading/trailing space. If any requirement is missing, the password cannot be set on the user's account. Reset the password from the three-dot menu on the user's row and confirm all requirements are met.

Symptom: Permissions were checked or unchecked on a user's Permissions tab, but the user still has access (or lacks access) to the same areas as before.

Cause and resolution: Confirm the Save button in the top-right corner of the Permissions tab was clicked. Permission changes are not applied until explicitly saved — navigating away from the page without clicking Save discards the changes. Return to the user's Permissions tab, re-make the changes, and click Save before leaving.

Symptom: A user who should exist on the account does not appear on the Users page.

Cause and resolution: The Users page has two tabs — Active and Inactive. If the user does not appear on the Active tab, click the Inactive tab to check if they have been suspended. Suspended users can be restored using the Unsuspend option in the three-dot menu on their row. If the user does not appear on either tab, contact WaveRez Support — the user may not have been included in the original migration to V2.

Symptom: A user that existed in V1 shows an Add User button on their row instead of the three-dot menu, and they cannot log in to V2.

Cause and resolution: Users migrated from V1 require a one-time activation step before they can log in to V2. The main admin must click Add User on the user's row, set a temporary password meeting the password requirements, and share that password with the user directly. The full migration activation workflow is covered in the Activate Additional Users After Migrating to V2 article.

Symptom: A staff member needs to handle bookings, payments, and check-ins but should not be able to modify Trip configurations, system settings, or user accounts.

Cause and resolution: Open the user's Permissions tab and select either the Reservations preset group (full Orders access) or the Restricted reservations preset group (limited Orders access) from the Group dropdown. For more precise scoping, select Custom and check only the individual permissions the user needs — for example, Orders access, Order overview, Print receipts, and Send order updates — without enabling Settings, Manage users, or Refund payments. Click Save in the top-right corner.