Employees and roles

The ‘Employees’ section is available to the owner. This is where accounts are created and access is determined.

• Demo administrator@demo.admin·Administrator
• Demo housekeeper@demo.housekeeper·Housekeeper
• Demo technician@demo.technician·TechnicianDeactivated

Create an employee

1. Open ‘Staff’ and select ‘Add employee’.
2. Enter their first and last name — colleagues will see these in tasks.
3. Check the short username generated by the system from the name.
4. Select a role.
5. Check the password suggested by the system and select ‘Create an account’.

After creation, the system displays the username and password one more time. Select ‘Copy’ to take both at once, or ‘Copy login’ and ‘Copy password’ separately, and give them to the employee.

Give the details in person or in a private message. Do not send them to a group chat or write them on paper that will be left at reception.

Roles

Role	What it permits
Housekeeper	completes work assigned personally to them; sees a safe forecast of checkout cleaning for today and tomorrow
Technician	completes operational work assigned personally to them
Administrator	manages work at properties and may also complete work assigned personally to them
Owner	all of the above, plus employees, roles, and the ‘Properties’ page

A role is a set of permissions, not a job title or a skills certificate. Any operational work type except cleaning may be assigned personally to any active employee. Checkout cleaning and scheduled cleaning go only to an active housekeeper whose current duty covers the exact 60-minute cleaning slot. The role still controls what the employee may administer and which unassigned or team data they may see.

Do not assign the administrator role ‘just in case’. Cleaning and repair need independent review by another administrator or owner; nobody may review their own result. The single exception is an organisation that currently has no other person eligible to review: the executor then accepts their own result, and the system records in the acceptance history, permanently, that the acceptance followed this exception.

Properties are available to the whole team

Every active employee automatically has access to all current and future properties in their organisation. There is no separate access list in the employee record.

Overview pages show every available property immediately. A concrete property is selected only in forms where a record must belong to one location, and that choice does not change access rights. Role and relationship to a task still determine what a person can see: housekeepers and technicians do not gain access to other people’s tasks, full room records, stays, guests, or media. If a person cannot be selected as an assignee, check their active status.

The system preserves administrative coverage across the organisation: there must remain an active owner and at least one active owner or administrator.

Reset a password

If an employee has forgotten their password, open their record and select ‘Reset password’. Set a new password and give it to them in person. The password is ready to use immediately; it does not have to be changed after sign-in. Existing sessions, passwordless login methods, and Push subscriptions are revoked, and the Telegram connection is disabled.

Do not create a second account to replace the old one. A new record breaks the connection to work history: information about who did what remains on the old record, while the person is treated as a new employee.

Change a role

Open the record and select ‘Change role’. Change a role when responsibilities change, not to permit a one-off action. The change is automatically recorded in the log.

Changing a role ends active sessions and removes passwordless login methods. The employee signs in again with their new permissions.

The system will not allow you to change the role of the last active owner or remove the organisation’s last administrative coverage. Appoint a successor first.

What happens to current work

A role change does not remove operational assignments: every work type except cleaning may be executed by any active role. Cleaning returns to the allocation queue because only an active housekeeper can hold a cleaning plan. The change also releases administrative claims and permissions that the new role cannot hold.

Deactivation removes every active assignment in the same operation:

• scheduled or not-started work remains unfinished and waits for a new eligible assignee;
• started work is blocked and waits for the administrative queue, and after resolution the work returns to ‘Ready to do’;
• work that is already blocked keeps its original reason, but now waits for the administrative queue;
• a result in review remains in review with administrators.

You do not need to clear assignments manually before deactivation, but afterwards you must check the administrative queue and blocks.

When an employee leaves

1. Open the employee record.
2. Select ‘Deactivate account’.
3. Confirm the action in the dialog that opens; there is nothing to type.

A deactivated employee cannot sign in but remains in the history: their past work, results, and acceptances are retained. This is why an account is deactivated rather than deleted.

Deactivation ends active sessions and disconnects Telegram. The system also removes active assignments according to the rules above. You cannot deactivate the last active owner or an employee whose removal would leave the organisation without administrative coverage.

If the person returns, use ‘Restore account’. Their previous history remains linked to them throughout. Restoration does not restore previous assignments or Telegram: check the role, allocate current work, and create a new Telegram invitation if necessary.

Telegram for an employee

From the employee page, you can create a five-minute invitation — a link the employee uses to connect Telegram themselves on their own phone.

Give them the link. Do not open it on your phone, or their notifications will be sent to you.

Related: Property and room directory.