User Groups
User Groups define reusable permission sets. Assign a group to a user and they inherit all permissions in that group. This is the recommended way to manage permissions for multiple staff with the same role.
Access
Configuration → General Configuration → User Groups
Fields
| Field | Description |
|---|---|
| Name | Group name (e.g. Front Desk, Cashier, Housekeeping, Manager). |
| Permissions | The list of permissions assigned to this group. |
There is no Short Code or Sequence field on a User Group — only Name and Permissions.
How Permission Inheritance Works
User Group (permissions) → assigned to → User → inherits all group permissions
+ any direct permissions added to the user
- A user can belong to one or more groups. They inherit the combined permissions of every group assigned to them.
- Direct permissions can be added on top of the group(s) — useful for one-off exceptions (e.g. a front desk agent who also needs to run reports).
- If a permission is in any of the user's groups, the user has it. If it is not in any assigned group, the user does not have it — unless it is added directly to their account.
- A group's permissions can only be changed while it has no users assigned — see Editing a Group below. Once you're able to save a permission change, it applies to every user in the group.
Creating, editing, and deleting user groups (and viewing the permission list) is not currently restricted to administrators — any logged-in user with API access can perform these actions. Day-to-day access to the User Groups screen itself is still governed by the sidebar menu/UI, but be aware there is currently no dedicated "manage groups" permission enforced on the backend.
Permission Areas
Permissions are organised by module. Each area has its own set of view / add / change / delete actions:
Profile Management
| Permission | What it allows |
|---|---|
| view individualprofile | See the individual profile list and detail |
| add individualprofile | Create new individual profiles |
| change individualprofile | Edit existing individual profiles |
| delete individualprofile | Delete individual profiles |
| view companyprofile | See company profiles |
| add/change/delete companyprofile | Manage company profiles |
| view travelagentprofile | See travel agent profiles |
| add/change/delete travelagentprofile | Manage travel agent profiles |
Reservation Management
| Permission | What it allows |
|---|---|
| view reservation | See the reservation list and detail |
| add reservation | Create new reservations |
| change reservation | Edit existing reservations |
| delete reservation | Delete reservations |
| check_in | Check in a reservation |
| check_out | Check out a reservation |
| cancel reservation | Cancel a reservation |
| view waitlist | See the waitlist |
| add/change waitlist | Manage waitlist entries |
Front Desk / Account Receivable
| Permission | What it allows |
|---|---|
| view in-house | See the in-house guest list |
| view checked-out | See the checked-out guest list |
| view room plan | See the room plan calendar |
| view account receivable | Access AR billing screens |
Cashiering / Billing
| Permission | What it allows |
|---|---|
| view_cashier_transaction | Open the Transaction (folio) screen |
| add billingitem | Post a charge to a folio |
| change billingitem | Edit a charge |
| delete billingitem | Delete a charge |
| void_billing_transaction | Void a charge or payment |
| post_room_charge | Manually post room charges |
| view_folio_print | Print a folio |
| view_proforma_invoice | Generate a proforma invoice |
| view_cashier_shift | Open the Cashier Shift screen |
| view_quick_checkout | Open Quick Checkout |
| view_journals_by_transaction | Open Journal by Transaction |
| manage_room_routing | Manage room routing rules |
| add/change billingpayment | Post payments |
Housekeeping
| Permission | What it allows |
|---|---|
| view roomstatus | See room status |
| change roomstatus | Update room status |
| view/add/change/delete housekeepingtask | Manage tasks |
| view/add/change/delete lostfound | Manage lost & found |
| view/add/change/delete maintenance | Manage maintenance records |
| view/add/change/delete outoforder | Manage out-of-order records |
Night Audit
| Permission | What it allows |
|---|---|
| add nightauditrun | Run night audit |
| view nightauditrun | View past audit runs and summaries |
Reports
| Permission | What it allows |
|---|---|
| view report (per category) | View each report category (reservation, billing, housekeeping, etc.) |
User Activity Logs
| Permission | What it allows |
|---|---|
| view useractivitylog | See the activity log list |
| export useractivitylog | Export activity logs |
| delete useractivitylog | Delete activity log entries |
Configuration (Setup)
Each setup area has its own view / add / change / delete permissions. For example:
view room,add room,change room,delete roomview transactioncode,add transactioncode, etc.
Typical Group Examples
| Group | Key permissions |
|---|---|
| Front Desk | view/add/change reservation, check_in, check_out, view in-house, view room plan, view individualprofile |
| Cashier | view_cashier_transaction, add billingitem, add billingpayment, void_billing_transaction, post_room_charge, view_cashier_shift, view_quick_checkout, view_folio_print |
| Housekeeping | view/change roomstatus, view/add/change housekeepingtask, view/add/change lostfound, view/add/change maintenance, view/add/change outoforder |
| Night Auditor | add nightauditrun, view nightauditrun, view report (all categories), view_cashier_shift |
| Manager | All of the above + configuration access + view all reports |
| Receptionist | view/add/change reservation, check_in, view in-house, view room plan, view individualprofile, view companyprofile |
Adding a New Group
- Go to Configuration → General Configuration → User Groups.
- Click Add.
- Enter a Short Code and Name.
- Select the permissions to include — check each permission the group needs.
- Save.
- Go to Users and assign this group to the relevant user accounts.
Editing a Group
- Open the group from the list.
- Add or remove permissions as needed.
- Save.
A group with any users currently assigned to it cannot be edited at all. Saving is blocked with an error ("This user group cannot be updated because one or more users are assigned to it. Remove users from this group before making changes.") — you must first remove every user from the group (reassign them to no group or a different one) before you can add/remove its permissions. This is the opposite of "changes apply immediately" — plan permission changes in advance, since editing an in-use group requires temporarily unassigning its members.
Common FAQs
A user can see a menu but cannot perform an action (e.g. can view but not edit).
They have the view permission but not the add or change permission. Add the specific permission to their group or directly to their user account.
Should I use groups or direct permissions? Use groups for roles shared by multiple staff. Use direct permissions for one-off exceptions on top of a group (e.g. a front desk agent who also needs to run night audit reports).
A user is in a group but still cannot see a menu.
Check that the group has the correct view permission for that module. Some menus require a specific permission name — see the tables above. Also confirm the user is saved with the correct group assigned.
Can a user be in multiple groups? Yes. Assign as many groups as needed; the user inherits the combined permissions of all assigned groups. Direct permissions can add extra access beyond the groups.
See also
- Users — Create user accounts and assign groups.
- Roles and Permissions — Overview of which menus require which permissions.