Roles

A role is a named set of permissions — "Front desk", "Housekeeping", "Night auditor". People are not given permissions one by one; they are given roles, on the Team tab, and a role is given somewhere: in one property, in every property, or at workspace level. The Roles tab is where the roles themselves live: the presets that come with the product, and the ones you build.

The tab is headed "Roles", with the one-line summary of the model: "A role is a set of permissions. A property role is assigned to a property, a workspace role to the workspace."

Two kinds of role

• A property role is about one hotel's things — its conversations, its tasks, its storefront, its team. It is assigned to a property, or to All properties, including new ones, in which case it reaches every hotel the workspace has now and every one added later.
• A workspace role is about the things that belong to the workspace rather than to any one hotel — the workspace storefront, workspace-wide channels, shared templates, the workspace's own settings and billing. It is assigned at workspace level.

The two never mix: a property role, even in all properties, does not reach workspace-level objects, and a workspace role does not reach any hotel's. Someone who needs both holds two roles. Roles add up, so a person can hold several in the same property too.

Owners and admins of the workspace hold no roles at all — full access needs none — and switch the list between Property roles and Workspace roles at the top. A property manager sees property roles only.

The list

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1. Presets first, then your own roles — type, permission count, and who holds each

Edit at the end of the row opens the editor; Open opens a role you can look at but not change. Create role starts a new one.

The preset roles

Six roles come with every workspace. All of them are property roles; a preset cannot be changed, but any of them can be copied and adjusted (see below).

"Creates tasks" here means the permission Creates tasks and works on their own: creating tasks, updating the ones assigned to you, and commenting. Editing anybody's task, deleting tasks, and managing tags, checklists, templates and recurring tasks are separate permissions that only Hotel manager holds among the presets.

Opening a preset shows it read-only — "A preset can’t be changed. Copy it to build your own." — as two columns, Can · n and Can’t · n, grouped by module, so you can see at a glance what a Front desk person will and will not be able to do. Copy at the top opens the editor with the same permissions and the name suffixed "(copy)".

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1. Copy — start your own role from this preset

Building a role

Create role, or Edit on a role of yours, opens the editor. It is a desktop screen; on a phone a role can be reviewed but not changed — "Editing roles is available on a desktop. Here you can review the role."

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1. Modules — selected/total for each, a New badge, and a dot when a sensitive permission is selected
2. The chosen module’s permissions — one checkbox each, sensitive ones in their own group
3. The footer — how many permissions are selected, then Create role

At the top, the Role name (up to 60 characters) and What this role is for (up to 200). For a new role, owners and admins pick the Level — Property role or Workspace role — and "the level can’t be changed after creation". Fill as lets you start a property role from a preset instead of from nothing.

Below, two panels:

• Modules, on the left — Inbox, Tasks, Team chats, Knowledge base, Storefront, Orders, Automations, Campaigns, Team, Property settings (or Workspace settings for a workspace role) — each with "selected/total", a New badge on a module whose permissions are new to this version, and a small dot when a sensitive permission in it is selected. Click one to see its permissions.
• The permissions of the chosen module, on the right, one checkbox per permission with a one-line meaning under it. The module's header checkbox selects or clears the whole module. Sensitive permissions sit in their own highlighted group, Sensitive actions · Module. The search box — "Search across all modules" — looks through every module at once, and All / Selected / Not selected narrows the list.

Some permissions need others: replying to guests needs seeing conversations first, deleting tasks needs seeing tasks. Tick the higher one and the ones it needs are ticked with it, marked "Added automatically: needed for Replies to guests". Untick a permission others depend on and they go with it.

The footer keeps score. For a new role, "Selected n permissions" and Create role. For an existing one, "Changes: +a / −r permissions · affects n people — applies immediately, no need to sign in again" and Save; Show changes lists exactly which permissions are being added and removed. The change reaches everyone who holds the role the moment it is saved.

A role needs a name and at least one permission — "Select at least one permission" otherwise.

Sensitive permissions

Eight permissions are marked Sensitive, because handing them out is a decision rather than a convenience: Deletes tasks, Sends campaigns, Invites people, Changes roles and removes access, Connects property integrations, Connects workspace integrations, Creates properties and Manages billing and plan. They are highlighted in the editor, flagged in the invite review and badged on a member's page, so they are never granted unnoticed. Hotel manager is the only preset that holds any.

Deleting a role

Delete in the editor removes a role nobody holds. While people or pending invitations still have it, the button is disabled with "Assigned to n people — remove the role from them first": take it off them on the Team tab, then delete. Presets cannot be deleted.

What a property manager can do here

Someone who holds Changes roles and removes access in a property — a Hotel manager, usually — can build roles for that property. The tab tells them the boundaries: "You can create roles for “Riverside Lisboa Hotel” — only from the permissions you hold there. Presets and roles created by a workspace admin are open to view and copy."

• The button reads Create role for “Riverside Lisboa Hotel”, and the roles they create are typed Role of “Riverside Lisboa Hotel” — assignable in that hotel and nowhere else.
• The editor offers only the permissions they hold there themselves; the rest are shown greyed with "You don’t have this permission in “…” — it can’t be granted."
• A role a workspace admin built opens read-only: "This role was created by a workspace administrator — only they can change it." Another hotel's role likewise: "This role belongs to another property — only its managers or a workspace administrator can change it."
• Workspace roles are not shown to them at all.

Every permission

For reference, everything a role can contain, by module. Level says whether the permission exists in a property role, a workspace role, or both — a permission that exists at both levels is two separate grants: in a property role it acts on that hotel's things, in a workspace role on the workspace's.

Only modules switched on for your workspace appear in the editor, so the list there may be shorter than this one.