Roles and permissions

A role is a set of permissions. A permission lets a person do one thing, such as check in a guest or refund a payment. Every person has one role. You see and change roles on the Roles screen, under Team in Settings.

The Roles screen

Number	What it is
1	New role. Adds a role of your own.

The red box marks the search field. Each column is a role. Each row is a permission, grouped under a heading such as Guests or Folio. Under each role name you see how many staff have it, and Custom for roles you added.

Before you start

Permission: Manage roles. Only Owners have it by default.

Change what a role can do

Open Settings, then Roles.
To find a permission, type in Search permissions. The list narrows as you type.
Tick a box to give a role a permission. Clear it to take the permission away.
Select Save permissions. To undo your changes, select Discard.

Save permissions and Discard show only after you change something. One save covers every role you changed. Staff see the change the next time they open a page. If nothing changed, Estatell says "No permissions changed."

The Owner column has a lock. It is always ticked and you cannot change it.

Add your own role

Add a role when the five default roles do not fit, for example a Night manager.

Select New role.
Enter the Name. It must be different from your other roles, and 60 letters or fewer.
Select Create role.
Tick the permissions the role needs, then select Save permissions.

The dialog to add a role

A new role starts with no permissions. It shows as a new column, and Estatell says "Role Night manager created. Tick its permissions and save." The role has no effect until you save its permissions.

Permission	Manager	Front desk	Housekeeping	Finance
Manage property settings	✅	❌	❌	❌
Manage OTA lists	❌	❌	❌	❌

Team

Permission	Manager	Front desk	Housekeeping	Finance
View staff	✅	❌	❌	❌
Manage staff	✅	❌	❌	❌
Manage roles	❌	❌	❌	❌

Rooms

Permission	Manager	Front desk	Housekeeping	Finance
View rooms and room types	✅	❌	❌	❌
Manage rooms and room types	✅	❌	❌	❌
Block rooms and beds	✅	✅	❌	❌

System

Permission	Manager	Front desk	Housekeeping	Finance
Manage notification settings	❌	❌	❌	❌

Rates

Permission	Manager	Front desk	Housekeeping	Finance
View the rate calendar	✅	✅	✅	✅
Edit rates and restrictions	✅	❌	❌	❌
Book past rate restrictions	✅	❌	❌	❌

Guests

Permission	Manager	Front desk	Housekeeping	Finance
View guests	✅	✅	❌	✅
Add and edit guests	✅	✅	❌	❌
Blacklist guests	✅	❌	❌	❌
View and manage guest ID documents	✅	✅	❌	❌
Merge duplicate guests	✅	❌	❌	❌
Archive guests	❌	❌	❌	❌

Reservations

Permission	Manager	Front desk	Housekeeping	Finance
View reservations	✅	✅	❌	✅
Manage reservations	✅	✅	❌	❌
Change the price of booked nights	✅	❌	❌	✅

Folio

Permission	Manager	Front desk	Housekeeping	Finance
Post charges to folios	✅	✅	❌	✅
Reverse folio lines	✅	❌	❌	✅
Transfer folio lines and manage routing	✅	❌	❌	✅
Apply and remove folio discounts	✅	✅	❌	✅
Apply discounts with an entered amount	✅	❌	❌	✅
Close folios	✅	✅	❌	✅
Reopen closed folios	✅	❌	❌	✅
Print folio vouchers and invoices	✅	✅	❌	✅
Use the Manual Folio Editor	✅	❌	❌	❌
See which folio lines were entered manually	✅	❌	❌	✅

Payments

Permission	Manager	Front desk	Housekeeping	Finance
Record payments and download receipts	✅	✅	❌	✅
Refund payments	✅	✅	❌	✅
Refund to a method other than the payment's own	✅	❌	❌	✅

City ledger

Permission	Manager	Front desk	Housekeeping	Finance
View companies	✅	✅	❌	✅
Manage companies	✅	❌	❌	✅
Pass a company credit limit check	✅	❌	❌	❌
Settle folios to City ledger and void AR invoices	✅	❌	❌	✅
Issue and void AR credit notes	✅	❌	❌	✅
Record and void AR payments	✅	❌	❌	✅
Allocate AR payments and reverse allocations	✅	❌	❌	✅

Registration card

Permission	Manager	Front desk	Housekeeping	Finance
Manage registration terms	✅	❌	❌	❌
Prepare and sign registration cards	✅	✅	❌	❌
Send registration card links	✅	✅	❌	❌
Void registration cards	✅	❌	❌	❌

Front desk

Permission	Manager	Front desk	Housekeeping	Finance
View the Timeline View and Room View	✅	✅	❌	❌
Check in units	✅	✅	❌	❌
Check out units	✅	✅	❌	❌
Check in without a registration card	✅	❌	❌	❌
Do not charge cancellation and no-show fees	✅	❌	❌	❌
Undo a check-in made today	✅	❌	❌	❌
Undo a check-out made today	✅	❌	❌	❌

Night audit

Permission	Manager	Front desk	Housekeeping	Finance
Run the night audit	✅	❌	❌	❌
Force close the night audit	✅	❌	❌	❌
Receive the night audit report	✅	❌	❌	❌

Reports

Permission	Manager	Front desk	Housekeeping	Finance
View and export reports	✅	❌	❌	✅

Housekeeping

Permission	Manager	Front desk	Housekeeping	Finance
View the housekeeping board	✅	✅	✅	❌
Update room status, assignments and flags	✅	✅	✅	❌
Mark rooms as inspected	✅	✅	❌	❌

Special cases

Situation	What happens	What to do
You want a manager to edit roles	• Managers do not have Manage roles.	• Tick Manage roles for Manager, as an Owner. Give it only to people you trust: they can give themselves any permission.
You want to change the Owner role	• The Owner column is locked.	• Nothing. The Owner always has every permission.
You take a permission away from a role	• Everyone with that role loses it. Pages they cannot use disappear from their menu.	• Check the list before you save. Think about who will lose access.
You add a role and nobody has it	• It shows 0 staff. It does nothing until you give it to someone.	• Use Change role on the Staff screen.
You want to rename or delete a custom role	• Estatell cannot do this yet.	• Add a new role with the right name, move the staff, and stop using the old one.
You tick boxes and do not select Save permissions	• Estatell saves nothing.	• Select Save permissions.
A manager wants to give the Owner role	• The Owner role is not in their list.	• Ask an Owner.
A permission is ticked but the person still cannot do the task	• A task can need more than one permission. For example, to collect money at check-in, a person needs Check in units and Record payments and download receipts.	• Tick the missing permission. The page of the task says which ones it needs.

Roles and permissions

Before you start

Change what a role can do

Add your own role

Give a person a role

Default permissions

Property

Team

Rooms

System

Rates

Guests

Reservations

Folio

Payments

City ledger

Registration card

Front desk

Night audit

Reports

Housekeeping

Special cases

On this page

Roles and permissions

Before you startCopy Anchor Link

Change what a role can doCopy Anchor Link

Add your own roleCopy Anchor Link

Give a person a roleCopy Anchor Link

Default permissionsCopy Anchor Link

PropertyCopy Anchor Link

TeamCopy Anchor Link

RoomsCopy Anchor Link

SystemCopy Anchor Link

RatesCopy Anchor Link

GuestsCopy Anchor Link

ReservationsCopy Anchor Link

FolioCopy Anchor Link

PaymentsCopy Anchor Link

City ledgerCopy Anchor Link

Registration cardCopy Anchor Link

Front deskCopy Anchor Link

Night auditCopy Anchor Link

ReportsCopy Anchor Link

HousekeepingCopy Anchor Link

Special casesCopy Anchor Link

Related pagesCopy Anchor Link

On this page

Before you start

Change what a role can do

Add your own role

Give a person a role

Default permissions

Property

Team

Rooms

System

Rates

Guests

Reservations

Folio

Payments

City ledger

Registration card

Front desk

Night audit

Reports

Housekeeping

Special cases

Related pages