Who sees what: the four roles in hotel operations
How to divide access between the owner, the administrator, the housekeeper and the technician — and why a role decides not only which buttons work, but what is on the screen at all.
- Published
- Updated
Content
A role is usually understood as a set of tick boxes: this person may delete, that one may not. Many systems work that way, and in its own terms that is honest — but for a hotel’s operational work it is not enough.
In ATQAR a role decides not only what a person can press, but what is on their screen in the first place.
A role is permissions, not a job title
The senior housekeeper who hands out the work is an administrator, whatever the job title on the payroll says. The person who fixes and inspects is a technician, even if they sometimes clean as well.
A role decides what somebody may do and what they see, not what they are capable of. A small repair can go to a housekeeper; an inspection can go to an administrator.
There is one exception, and it is hard: cleaning — after a checkout and during a stay alike — is assigned to a housekeeper whose shift covers that hour. There is no way around it; the roster changes first.
The housekeeper
Sees their own work for today, their own week, and the checkout-cleaning forecast. Other people’s and unassigned tasks do not exist for them.
Checkout cleaning
Work started. Complete it and submit the results.
That is the difference that matters. There is no ‘all tasks, filtered to me’ — there is only their work. The list you could take somebody else’s work from is not hidden: it does not exist.
They receive a guest’s name only through their own current personally assigned task. They never receive a phone number.
The technician
Repairs, inspections and replenishment. They can block a room by naming a reason and a review time — and any other employee with assigned work can do the same. That is not the only way: a room also becomes blocked by an administrator’s decision — when the form’s question “Room is available for check-in” is answered “No” — and when a blocked checkout cleaning itself holds it.
When reporting a problem they pick a room from a separate minimal list: property and room only, with no guest, no stay, no note and none of anybody else’s tasks.
The administrator
Confirms checkouts, plans shifts, assigns work, and accepts a result or returns it with a reason.
Review is what the role is separated from the performer for: cleaning and repair are accepted by somebody who did not do them. Inspection, replenishment and general work keep the older arrangement — an administrator may confirm those themselves.
The owner
All of the same across all of their properties at once, plus the employees and their roles.
- Demo administrator@demo.adminAdministrator
- Demo housekeeper@demo.housekeeperHousekeeper
- Demo technician@demo.technicianTechnicianDeactivated
The owner creates the accounts — there is no public sign-up at all. The owner also issues a new password if a phone is lost, and that reset closes sessions, linked devices, and access through Telegram in one go.
A disabled employee loses access but stays in the history: recorded facts are not rewritten, and ‘who did this’ does not become a blank six months later.
There is one thing the owner cannot do: switch a room’s readiness. Nobody switches it.
More: Employees and roles, Review and rework, The guest directory.