Team members and roles
What it is
The Team members screen in the website administration. It is where you add your colleagues and assign them a role.
It is part of the Standard plan and above.
Why you need it
So that the receptionist sees the reservations, the cleaner sees the rooms and the marketer sees the content - and nobody sees what they do not need. You remain the owner with full access.
How to add a member
- In the left menu open Team members.
- Click Add member.
- Fill in the Email, and optionally the Name.
- Enter a Password - at least 8 characters.
- Choose the Role. The system immediately lists what they will have access to.
- Click Add member.
Your colleague does not have to register anywhere. You create their login
details and they can log in straight away at youraddress.com/admin.
The roles
| Role | Who it is for |
|---|---|
| Owner | You. Full access, cannot be downgraded. |
| Manager | Your deputy. Sees almost everything except the team and billing. |
| Reception | Reservations, check-in, guests, reports, housekeeping. |
| Housekeeping | Only occupancy, check-in and housekeeping. |
| Marketing | Content, reviews, promo codes, campaigns, reports, website traffic. |
What each role sees
| Section | Manager | Reception | Housekeeping | Marketing |
|---|---|---|---|---|
| Reservations | Edit | Edit | View | No access |
| Housekeeping | Edit | Edit | Edit | No access |
| Guests and CRM | Edit | Edit | No access | No access |
| Rooms and pricing | Edit | No access | No access | No access |
| Content & design | Edit | No access | No access | Edit |
| Reviews | Edit | No access | No access | Edit |
| Promo codes | Edit | No access | No access | Edit |
| Campaigns | Edit | No access | No access | Edit |
| Reports | Edit | View | No access | View |
| Settings | Edit | No access | No access | No access |
| Team | No access | No access | No access | No access |
You always have the current matrix on the screen itself, in the Permission matrix block.
Three rules that always apply:
- The owner cannot be downgraded.
- Only the owner manages the team and the settings.
- Housekeeping sees no prices, no revenue and no guest details.
Billing and the plan are likewise handled only by the owner - the Upgrade item does not appear in the menu for anybody else.
Editing a member
The Edit button lets you change the name, the role or the password.
Only enter something in the New password field when you want to change it. An empty field means it stays the same.
If a member created the account themselves, you cannot overwrite their password. The system tells you so and offers a Send password reset button - your colleague then sets their own.
Removing a member
Use the Remove button. They lose access to the website administration immediately.
Use this when an employee leaves. Leaving them access is a needless risk.
Member states
- Active - has access and can log in.
- Invited - the invitation went out, they have not logged in yet.
Common problems
The Team members item has a padlock. It is part of the Standard plan and above.
My colleague cannot see what I can. They only see what belongs to their role. Look at the matrix above. If they need more, change their role.
A colleague cannot log in. Check that they are going to
youraddress.com/admin and using the e-mail you entered. You can overwrite their
password through Edit.
The receptionist cannot see prices. That is how it should be. The reception role has no access to pricing.
I want a colleague to see the billing. That is not possible. Billing and the plan belong to the owner only.
I removed a member and they are still logged in. They will be logged out the next time a page loads. If you need certainty straight away, change their password first.