Users
Users are the staff accounts that log in to the PMS. Each user has a username, password, assigned permissions (directly or via a user group), and optional profile details.
Access
Configuration → General Configuration → Users
Fields
| Field | Description |
|---|---|
| Username | Login name (minimum 3 characters). Must be unique. |
| User's email address. | |
| Password | Set or reset the user's password (minimum 6 characters). |
| First Name / Last Name | Display name shown in the system. |
| Job Title | From Job Titles setup. |
| Department | From Departments setup. Used to filter staff in Housekeeping Tasks (Housekeeping dept) and Maintenance (Engineering dept). |
| Profile Picture | Optional photo shown in the user profile. |
| User Groups | Assign one or more user groups to inherit their permissions. |
| Direct Permissions | Assign specific permissions directly to the user (in addition to group permissions). |
| Hotel / Property | Assign the user to one or more hotels in multi-property setups. |
| Active | Whether the user can log in. Deactivate instead of deleting to preserve audit history. |
Department Assignment
The Department field is critical for two features:
- Housekeeping Tasks — Only users in the Housekeeping department appear in the Assign To dropdown when creating tasks.
- Maintenance — Only users in the Engineering (ENG) department appear in the Assigned To dropdown when creating maintenance records.
Ensure the correct department short code is set: ENG for engineering staff.
Permissions
Permissions control what each user can see and do. They are assigned via:
- User Groups — Assign a group; the user inherits all permissions in that group.
- Direct permissions — Add specific permissions on top of group permissions.
See User Groups and Roles and Permissions for the full list of permission areas.
Common FAQs
A user can't see a menu — what do I do? Check their user group and direct permissions. The required permission for each menu is listed in Roles and Permissions.
Why doesn't a staff member appear in the Housekeeping Task Assign To dropdown? Their Department must be set to Housekeeping. Edit the user and assign the correct department.
Why doesn't a staff member appear in the Maintenance Assigned To dropdown? Their Department must be set to a department with short code ENG (Engineering). Edit the user and assign the correct department.