Sub-portfolios must be created by internal Sojern users. They are related to one parent account, so before proceeding with Sub-Portfolio creation please ensure that:
- The parent account is active and visible in Portal 3.0
- All child accounts have been assigned to the correct parent
If all parent-child relationships are correct in Portal 3.0, please follow these steps:
-
On the Account page, open the Create New Account dropdown and select Sub-Portfolio
- In the new Sub-Portfolio page, select the Parent account for which you would like to create the sub-portfolio.
- Select the Reporting Currency
- Proceed to account assignment.
- The left pane will show all accounts belonging to the selected parent and the right pane shows the accounts assigned to this sub-portfolio.
- Search and select one or more accounts from the left pane and click Assign - the account will move to the right pane.
- Once all the needed accounts are added, click Save and the sub-portfolio is ready!
How to give sub-portfolio permission to a user
Once created, sub-portfolios can be assigned to users just like any other account. In Admin >> Users, you can create a new External user for the customer or search for their existing user
- In the account assignment section, search for the sub-portfolio name.
- The naming convention is [Parent account name] - [Sub-portfolio name]
- The naming convention is [Parent account name] - [Sub-portfolio name]
- Select the relevant sub-portfolio account from the left pane and click Assign - the account will move to the right pane.
- Click Update to save the user record and the user now has access to the sub-portfolio and all the assigned child accounts!
Things to note
Sub-portfolios:
- They can be created under any parent account (e.g., Chain, Management Company, or Agency accounts) and include any accounts belonging to that parent.
- Sub-portfolios cannot span multiple parent accounts. For example, a sub-portfolio including Choice, Best Western, and Accor properties is not supported.
- Please review the steps for account creation for full guidance on creating Brand and Parent accounts.
User experience:
- Users can access a mix of accounts, parent accounts and sub-portfolios.
- Users assigned to a sub-portfolio will automatically gain access to all its child accounts, with permissions determined by their user role. For instance, an 'Account Admin' assigned to a sub-portfolio will have management access to all associated child accounts. See user access by role in this customer-facing article.
- Sub-portfolio users can view both aggregate and individual reports upon logging into the Portal. See this customer-facing article for more information on aggregate reporting.
Troubleshooting
If you don’t see the Parent account in the new sub-portfolio page, make sure that it has been created in Portal 3.0 and status is ‘Active’.
If an account does not appear in the left pane when assigning accounts to a sub-portfolio, make sure that:
- It is created and ‘Active’ in Portal 3.0
- It has been assigned to the selected parent account (Account Settings >> Account Associations)
If you do not see the sub-portfolio in the left panel when assigning to a user, make sure that it has been created and is ‘Active’ in Portal 3.0.
If you experience any issue while creating sub-portfolio, please submit a Product support ticket.