Front desk, housekeeping and accountant permissions in a hotel

Hotel staff do different work: the front desk checks guests in and out, the housekeeper changes room statuses, the accountant looks at the money, the night auditor closes the day. Each kind of work has its own right. Rights are checked by the server, not only by the interface: a hidden button does not open from a direct link either.

Who: the hotel owner and the manager.

Where it is set: Staff → the Roles & access tab. Only the owner sees it. The general guide to roles is in Staff and shifts.

Permission matrix#

In Sections available to the role, a hotel has narrow rights. Each comes with a hint on what it gives.

Separately from the sections, the role editor has a Shift manager rights checkbox — schedule, timesheet, shift decisions. In a hotel it is also needed to reopen a closed day.

Built-in hotel positions#

You can use a built-in position as is or adjust it with Configure. To return to the original set, use Reset to default.

Location scope#

The role editor has a Locations field: All locations or Selected locations. The scope can also be narrowed for the employee. The intersection applies: the employee acts only at locations that are in both the role and their own scope.

• The server does not allow check-in, check-out or closing the day at another location, even from a direct link.
• The hotel network summary shows only permitted hotels; the rest are counted in "Locations not included: N".

Front desk#

For everyday front desk work use the Receptionist. In a custom role, turn on the rooms section (Floor Plan) and Front desk. If the desk should see bill balances and revenue, add Hotel finance.

Without the rooms section, the narrow "Front desk" right does not open the Rooms screen. For now it only marks the role for the server.

Housekeeper#

The Housekeeper role sees the rooms board with statuses and requests only. It has no calendar, reports, guests, check-in, check-out, bookings or money. No migration register buttons either. An attempt to check a guest out or open the register is refused by the server.

How a housekeeper's shift works is in A housekeeper's working shift.

Room inspector#

The Room inspection right gives the To inspect section on the housekeeping screen. The inspector sees the housekeeper's photos and the checklist and chooses Accept or Re-clean. For re-cleaning a remark is required, photos are optional. A re-cleaning task with the remark and photos is then created for the same housekeeper. Pressing again does not create a second task.

The front desk does not need a separate checkbox: the full front desk and "Front desk" already see "To inspect". More in Inspect a cleaned room and send it back.

Money#

Amounts in hotel reports — revenue, ADR, RevPAR, debts of departed guests, the bill balance in front desk lists and upsell amounts — are visible to:

• the owner;
• a role with the "Hotel finance" right;
• a role with the rooms section (the full front desk).

Everyone else gets the report without money from the server: the screen says "Balances are hidden…" or "hidden". The summary email works the same way: only a recipient marked "With money" gets the amounts, and only a user with the money right can set that mark. More in Front desk lists and the manager summary.

Payments are taken and bills are closed at the POS. That is the role's cash register rights, not the "Hotel finance" right.

Night audit and reopening#

How to close a day is in Night audit: room-night charges and closing the business day.

Test a role on an employee#

1. In Staff, create a test employee with a login and the role you need.
2. Sign in as that employee in another browser or a private window. Role changes apply the next time the employee signs in.
3. Walk through their work: open Rooms, a room card, 📊 Reports, Night audit.
4. Check that nothing extra is visible: the housekeeper has no calendar, the desk without "Hotel finance" sees hidden amounts, actions at another location are refused.
5. Delete the test employee afterwards.

Not available yet#

• An accountant without the rooms section cannot open hotel reports. The server accepts "Hotel finance" and "Migration register export", but the 📊 Reports tab, the night audit and the register button live on the Rooms screen, which only the rooms section opens. Today an accountant who needs these screens has to be given the rooms section — and that is the full front desk.
• The narrow "Front desk" right does not yet open the Rooms screen without the rooms section.
• Screens name this right differently: the role hint says "Hotel money", the report messages say "“Hotel money” right", the role editor says "Hotel finance" — it is the same right.

Related sections#

• Staff and shifts — logins, roles, employee locations
• Night audit: room-night charges and closing the business day
• Front desk lists and the manager summary
• A housekeeper's working shift
• Inspect a cleaned room and send it back
• Hotel: why an action does not go through

Frequently asked questions#

The housekeeper asks to see the calendar — can I allow it?#

You can, but that needs the rooms section, which also opens bookings, guests, check-in and money. The built-in "Housekeeper" works without them on purpose.

Why can't the night auditor reopen a day?#

Reopening makes the closed day's money editable again. That is a decision one level above the auditor: the owner's or a shift manager's, as set in the audit policy.

The desk does not see the bill balance in the arrivals list — is that a bug?#

No, the role has no right to amounts. Add "Hotel finance" or the rooms section.

I changed the role, but the employee sees everything as before.#

Rights apply at the next sign-in. Ask the employee to sign out and in again.

Can an employee be given only one hotel of the network?#

Yes: in the role or on the employee, choose Selected locations. The server refuses their actions at other hotels.