> For the complete documentation index, see [llms.txt](https://docs.guestway.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.guestway.io/account-and-administration/users-and-roles.md). # Users and roles Users lists the people of your organization and their invites, and the roles that set what each person can do. {% hint style="info" %} **Requirements** * You have the **Admin** or **Super admin** role, or a role with access to the users of the organization. {% endhint %} Go to **Settings** → **Organization** → **Users**. The page has four tabs: **Platform users**, **Cleaners**, **Pending invites** and **Roles**. **Invite** is at the top right of the first three tabs. **Create role** is on the **Roles** tab. ## Platform users and cleaners Each user has a type: * A **Platform user** works in the Guestway platform app. * A **Cleaner** only uses the cleaning app. You choose the type in the invite. You cannot change it later. The **Platform users** and **Cleaners** tabs list the users of each type. | Column | What it shows | | --------- | ------------------------------------------------------------------------------------------------------ | | (picture) | The profile picture and whether the user is online. | | **2FA** | Whether the user turned on two-factor authentication. The tooltip shows *2FA enabled at* and the date. | | **Name** | The name. Managed accounts have the badge **Managed**. | | **Email** | The email address. | | **Roles** | The roles of the user. | * Search finds users by name or email. The list refreshes every minute. * The red icon at the end of a row (**Delete User**) removes the user from the organization. You cannot remove a holding owner: remove them as holding owner first. ### User details Click a user to open the details. The top shows the picture, name, email and the badge **Managed account** or **Personal account**. | Card | What it shows | | ------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Information** | **First Name**, **Last Name**, **Type**, **Roles**, **Last Online** and **2FA Enrolled**. The pencil edits the name and the roles. **Roles** offers only the roles for the type of the user. In hub mode, you cannot edit. | | **Property access** | The properties that the user can access. Shows only for managed accounts, when property access is turned on for the organization. | | **Manage** | **Delete User** removes the user from the organization. You can invite the person again later. | When a user has two or more roles, **See combined access of** shows the access of the roles together. Roles add up: for each feature, the highest access counts. ## Pending invites The invites that were not accepted yet. | Column | What it shows | | ---------------- | --------------------------------- | | **Pending User** | The email address of the invite. | | **Type** | **Platform user** or **Cleaner**. | | **Roles** | The roles in the invite. | | **Invited By** | Who sent the invite. | | **Invited** | When the invite was sent. | * The filter **User type** shows the invites of one type. * **Resend Invite** sends the email again. **Cancel Invite** withdraws the invite. * An invite cannot be accepted when one of its roles was deleted. ## Roles The **Roles** tab lists the roles in two sections: **Platform user roles** and **Cleaner roles**. A third section, **Can not be given to anyone**, shows roles that mix platform and cleaner features. Each role has a badge: | Badge | Meaning | | --------------------- | -------------------------------------------------------------------------------------------------------- | | **Built-in** | Maintained by Guestway. You cannot change or delete it. **Use as template** makes a custom role from it. | | **This organization** | A custom role for this organization only. | | **Whole holding** | A custom role for every organization of the holding. | ### Built-in roles Five roles build on each other. Each role can do everything the role above it in this list can do, plus more: 1. **Operator**: daily work with guests, reservations, tasks and properties 2. **Super Operator**: Operator, plus broadcast messages 3. **Supervisor**: full operational control across properties 4. **Admin**: Supervisor, plus team and organization management 5. **Super admin**: full control of the account, including integrations and API access Two roles are outside this order: * **Viewer**: read-only access to the platform. A Viewer can see conversations, reservations, tasks, reviews and reports. A Viewer cannot send messages, edit or create anything, or assign tasks or users. * **Cleaner**: access to the cleaning app only. A Cleaner can see assigned cleaning tasks, update their status, upload photos and report issues. A Cleaner cannot see guest messages or use the web platform. An **Admin** can give every role except **Super admin**. Only a **Super admin** can give the **Super admin** role. ### Permission matrix | Capability | Operator | Super Operator | Supervisor | Admin | Super admin | | -------------------------------------------------------------------------------------------------- | :------: | :------------: | :--------: | :---: | :---------: | | Inbox, reservations, guests, tasks, reviews | ✓ | ✓ | ✓ | ✓ | ✓ | | Manage listings, guidebooks, smart locks, thermostats, upsells | ✓ | ✓ | ✓ | ✓ | ✓ | | Use existing automations, journeys, workflows | ✓ | ✓ | ✓ | ✓ | ✓ | | Send broadcast messages | | ✓ | ✓ | ✓ | ✓ | | Edit branding | | | ✓ | ✓ | ✓ | | Edit guest journeys | | | ✓ | ✓ | ✓ | | Edit automations | | | ✓ | ✓ | ✓ | | Manage listing subscriptions | | | ✓ | ✓ | ✓ | | View raw guest ID document data | | | ✓ | ✓ | ✓ | | Invite users and assign roles | | | | ✓ | ✓ | | Edit other users and open **Users** | | | | ✓ | ✓ | | Configure custom email domains | | | | ✓ | ✓ | | Edit the organization settings, for example the guest forwarding email and the chat widget API key | | | | ✓ | ✓ | | Manage integrations | | | | | ✓ | | Create and delete API access tokens | | | | | ✓ | | Connect and manage Stripe accounts | | | | | ✓ | | Assign the **Super admin** role | | | | | ✓ | ### Custom roles A custom role has the access you choose. **Create role** opens the role editor. | Field | What it does | Limits | | ---------------- | ----------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ | | **Name** | The name of the role, for example *Front desk*. | Required, at most 255 characters. Unique, also against the built-in roles. | | **Start from** | Copies the access of an existing role, or starts with **Blank role**. You can change everything afterwards. | Only when you create the role. | | **For** | **Platform user** or **Cleaner**. | You cannot change it after the role is created. | | **Available in** | **This organization**, or **All of** and the name of the holding for every organization of the holding. | Shows only when the holding has more than one organization. You can only move a role when you have all of its access yourself. | | **Integrations** | Whether the role can be given to managed accounts. | Shows only when the organization has managed accounts. | The access is set per feature, in seven groups: **Apps and access**, **Guests and reservations**, **Properties and devices**, **Cleaning and services**, **Automations**, **AI and analytics** and **Administration**. * Each feature is **No access**, **View** or **Edit**. Some features have extra options under **Also allow**. * Every platform user role can sign in to the platform app. Every cleaner role can sign in to the cleaning app. * You can only give access that you have yourself. * **What this role can do** sums up the access of the role. * **Delete role** is possible only when nobody has the role and no pending invite uses it. ## Related * [How to invite a team member](/account-and-administration/users-and-roles/how-to-invite-a-team-member.md) * [How to change a user's roles](/account-and-administration/users-and-roles/how-to-change-a-users-roles.md) * [How to remove a user](/account-and-administration/users-and-roles/how-to-remove-a-user.md) * [How to create a custom role](/account-and-administration/users-and-roles/how-to-create-a-custom-role.md) * [About roles](/account-and-administration/users-and-roles/about-roles.md) * [Holding settings](/account-and-administration/holding-settings.md) --- # Agent Instructions This documentation is published with GitBook. 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