User Management is where you add new users and edit existing ones, then complete their full onboarding - covering labor settings, payroll, documents, and sales access.
Adding a New User
Go to Administration > Users. You'll automatically see all active users relative to your role permission.
Click Add User in the top right.
Enter the user's first and last name. A username generates automatically as you type.
Enter the email address, phone number, role permission, employee type and select entity/hotel access.
A valid mobile number is required for users with a high level of access — you'll be alerted if you enter an invalid number or a landline.
5. Choose whether to send a Welcome Email, then click Add User.
If a welcome email is sent, the new user receives a "Welcome to Inn-Flow" email. Clicking Get Started takes them to a screen to set their own password. After logging in, they'll complete onboarding, which includes entering a mobile number for notifications - or they can select Update Later to save their settings.
Completing the New Hire Profile
To finish setup, open the new user's profile. Depending on the modules you subscribe to, you may have additional tabs to complete. For example, Labor and Payroll. Any missing information is marked with a red circle. Complete all required fields per tab, then select Save to move to the next tab.
Labor Settings
On the Labor tab, select the employee type: Exclude from Payroll, Hourly, Salary Exempt, or Salary Non-Exempt. Available options change depending on the type selected. For an hourly associate, update average hours worked and date of birth. For a new employee, average hours worked starts at zero. This number is used in PTO calculations.
Entity-wide settings: Add the employee's main position, regular position, and rate, then select Add to save. Once added, you can expand the entry to see details like regular, overtime, and holiday rates. To make changes, use the triple-dot menu in the top right and select Edit.
Special rates: A special rate applies when someone works a different position and is paid a different rate than their regular rate. For example, if a housekeeper occasionally works in laundry but is paid the same rate, no special rate is needed — but if they're paid a higher rate for that position, add a special rate.
Select Add Special Rate.
Choose the position, rate, and effective date. Effective dates should line up with your pay cycle start dates.
Select Add Special Rate, then Save.
PTO: If your company offers paid time off, turn the PTO setting on, add the PTO type, and select the applicable PTO policy. The PTO start date defaults to the employee's hire date. You can change this if PTO calculations should begin on a different date. Save your changes.
For more Information about Time Off Policies, see article: Time Off Policies
Performance review and ACA tracking can also be added from this tab — both are optional.
Payroll Settings
The Payroll tab applies only if your hotel uses Inn-Flow's payroll services.
Update the employee's Social Security number, gender, and address.
Enter county and school district only if the employee lives in a location with these additional taxes. If not applicable, enter N/A.
Select full-time or part-time status and update the federal filing status.
Direct deposit: Use the toggle to turn this on, then add the account type, amount type (full paycheck, percent, or specific amount), bank name, routing number, and account number. You'll be alerted if the routing number is invalid.
Federal Taxes: This section only applies to employees with a W-4 from before 2020 - for employees hired after 2020, use the Withholding section instead. Typically, no one is FICA-exempt unless they have a work visa. FUTA and state exemptions are employer taxes and can be ignored. Enter any additional state withholding amount, and for employees hired after 2020, use the federal W-4 form to complete steps 2 through 4.
Entity-wide payroll settings: Using the triple-dot menu, edit settings for the associate. Some fields, like position and rate, carry over from the Labor tab. Update state withholding, unemployment settings, and state filing status; related settings will appear once updated.
Deductions and garnishments: Select Add Deduction to choose from your available deduction list, then verify or update the amount and save. To add a garnishment, enter the goal or total amount to be paid, add any comments, attach related documentation, and save.
For more information about this, see article: Deductions and Garnishments
Documents
The Documents area is where files like new hire paperwork and benefit selection forms can be uploaded. When adding a document, include a description, select the document type and applicable date, and upload the file.
Sales Access
If you use the Sales module, you can grant employees access from the Sales tab in their profile. Once turned on, you can add sales goals, such as emails per day or week, phone calls, or site tours.
Confirming Setup Is Complete
You'll know a profile is fully set up when no alerts appear at the top of the user's profile. You can also confirm this from the main Users page, where the status will show as Complete.
Need to set up PTO policies before assigning them to a new hire? See the related article: Time Off Policies |