Roles #
Roles are the heart of access. Workflows say "the department head approves", not a person's name. When people change jobs, you move the role and nothing else changes. Roles are managed in Staff & Guests (User Management), on the User Roles and Roles Type tabs.
The role types #
| Role type | Use it for | Examples in the demo |
|---|---|---|
| Job Role | A position; most workflow steps are approved by a job or approval role | General Manager, Hotel Manager, Front Office Manager, Guest Service Agent, Reservations Executive, Executive Housekeeper, Chief Engineer, F&B Manager, Executive Chef, Banquet Manager, Night Auditor, Income Auditor, Financial Controller, HR Manager |
| Approval Role | A decision right, shared by several positions or moved without changing jobs | Department Head, Reservations, Front Office, Housekeeping, Engineering, Banquets, Night Audit, Income Audit, Finance, Purchase, Sales, Revenue, HR, GM |
| Security Role | Access to a family of records for search and viewing | Guest Records, Finance Records, Audit Records, Compliance Records, Contract Records, HR Records, All Staff, Guest Portal |
| Property Role | Membership of one hotel | LTH_HYD_PR |
| GreenCardRole | AdminRole: every document type |
System administrator |
| OrangeCardRole | View-only access to everything | Demo and auditor logins |
Create a role #
- Open Staff & Guests → User Roles and press the add button above the list.
- Enter the Role Name, the Role Type and a plain-words Description.
- Press Save Changes.
A naming rule that scales #
| Type | Ending | Example |
|---|---|---|
| Job | _JR | LTH_GeneralManager_JR |
| Approval | _AR | LTH_DepartmentHead_AR |
| Security | _SR | LTH_GuestRecords_SR |
| Property | _PR | LTH_HYD_PR |
The demo hotel has 34 job roles, 24 approval roles, 8 security roles and 1 property role.
Give roles to people #
Give roles on the user record (Users), or use Roles Managers to add many users to one role at once. Typical combinations:
| Person | Roles |
|---|---|
| General Manager | General Manager (job), GM approval, most security roles, the hotel property role |
| Night Auditor | Night Auditor (job), Night Audit approval, Finance Records (security), All Staff (security), the hotel property role |
| Guest | Guest (job), Guest Portal (security), the hotel property role |
Common mistakes #
- Job role without the approval role: the person sees the task but gets no Approve button.
- No property role: the person sees nothing.
- Roles per person: prefer roles per position.