The Roles & Permissions page is where you set up and customize what each user can access in Inn-Flow. It is one of the most important administrative pages in the system, so plan changes carefully.

A role is a named set of permissions (for example, General Manager or Director of Operations). A permission controls access to a single page or action. Assigning a user a role gives them every permission attached to that role.

To open the page, navigate to Administration, then Roles & Permissions. This guide covers the four areas of the page:

Role names are listed alphabetically, and each one shows how many users are assigned to it.

To view or edit a role, click the role name.

To change the name, select the role at the top of the page.

Choose whether this role requires the password to be reset every 90 days.

You can also see how many Labor Departments this role can access. Select the Departments Assigned button to open the page where you can update the assignment if needed.

Use the Role Tag to let the system send notifications based on role. Because users can name roles anything they want, the tag gives the system a consistent way to find a specific role and send its notifications.

What a user can access is controlled per module. Expand a module to turn its individual permissions on or off.

To find a specific permission quickly, use the search box.

Select Expand All to view every permission at once, or use the arrows to the left of each module to expand or collapse them individually.

To copy a role, select the role you want to copy from, click the ellipsis on the right, then select Duplicate.

From there, give the copy a new name and add or remove any permissions needed.

The Role Matrix lets you view and compare the permissions of different roles side by side.

For example, you can compare the Director of Operations, General Manager, and Guest Service Manager permissions from this page.

To create a new role or run the permissions report, use the buttons in the top right of the page.

The User Management Hierarchy ensures users cannot create, view, or edit users whose permissions rank above their own. For example, if a General Manager has access to create new users at their property, they can – but they cannot assign those users a role above their own.

To edit the hierarchy, select a role and drag it to the level you want. When you are done, select Save Changes.

To give read-only access to a page, check the box for the page itself but uncheck every sub-permission listed beneath it.

For example, read-only access to the PMS Mapping page would be set up as shown below.