Creating Hotel Staff Members and Departments

Tutorials Pedro Alves

How to create hotel staff members and departments in Hoteloni Administration Control Panel keeping in mind that staff members may have different hotel departments, roles and access levels.

One of the hardest tasks Hoteliers face is to manage their hospitality business work force in an efficient manner, this truth applies to big chain resorts or a small hotels, guesthouses, motels, bed & breakfast, motels, camping grounds, etc. With Hoteloni business administration analytics you will quickly realize that in-house staff members or outsourced hotel jobs like IT, maintenance or housekeeping are one of the biggest chunks of your hotel running costs.

Let's start by signing-in Hoteloni Administration Control Panel and click Settings on the main left menu Basic Users tab.

Hotel Departments

Before creating hotel staff members or users we need to create departments or groups, each user can later on be attached to one or more premade departments. Click the top right button Manage Departments and Add Department.

# Field	# Option
Name	Insert hotel department name.
Description	Insert hotel department description.
Access	Select one or more pre-configured hotel modules, pages or areas for you new department access. The Administrator group or department is already pre-configured and does not need to be created. Hotel groups or departments created with access to configuration also require the Administrator group or department when assigning groups or departments to users also, the user access level needs to be 1 (the highest) to access the hotel configuration options.

Hotel Staff Members & Users

After creating one or more hotel departments you can start adding staff members or users to it. Remember that you can also manage outsourced or external staff for instance outsourced IT, maintenance, etc. * Red Fields are mandatory.

# Field	# Option
First Name	Insert hotel staff member first name.
Last Name	Insert hotel staff member last name.
Telephone	Insert hotel staff telephone.
Mobile	Insert hotel staff member mobile phone.
Birthday	Insert hotel staff member birthday.
Username	Insert hotel staff member unique Username.
Photo	Upload hotel staff member passport type photo.
Email	Insert hotel staff member unique email.
Password	Insert hotel staff member at least 8 characters long password. You can click to view the password. You can click Generate Password to create a random secure password.
Site	Select one or more hotel sites for the staff member. Hoteloni allows for multi-sites or multiple hotel locations, if needed staff members can be assign to one or more hotel locations.
Access Level	Select the staff member access level 1 to 6 according to the table found below. Access levels grant special permissions to users when interaction with Hoteloni Administration Control Panel. 1 to 3 are high access levels, staff members can usually (Edit, Export and View). 4 to 5 are middle access levels, staff members can usually (Export and View). 6 is a low access level, staff members can (View).
Group or Department	Select the staff member group(s) or department(s) previously created in manage departments, keep in mind the department access pages or areas require different user access levels. Assigning the Administrator group or department to staff members requires an user access level 1.

Staff Member Access Level

Department	Department Access	User View	User Export	User Edit
Department	Department Access	User View	User Export	User Edit
Your Hotel Department Name	dashboard	Level 1 Up To 6	Level 1 Up To 6	Level 1 Up To 6
Your Hotel Department Name	bar_service	Level 1 Up To 5	Level 1 Up To 4	Level 1 Up To 4
Your Hotel Department Name	bookings	Level 1 Up To 5	Level 1 Up To 4	Level 1 Up To 4
Your Hotel Department Name	housekeeping_service	Level 1 Up To 6	Level 1 Up To 4	Level 1 Up To 4
Your Hotel Department Name	kitchen_service	Level 1 Up To 5	Level 1 Up To 4	Level 1 Up To 4
Your Hotel Department Name	maintenance_service	Level 1 Up To 6	Level 1 Up To 4	Level 1 Up To 4
Your Hotel Department Name	restaurant_service	Level 1 Up To 6	Level 1 Up To 4	Level 1 Up To 4
Your Hotel Department Name	room_service	Level 1 Up To 6	Level 1 Up To 4	Level 1 Up To 4
Your Hotel Department Name	pages_posts	Level 1 Up To 6	Level 1 Up To 6	Level 1 Up To 6
Your Hotel Department Name	punch_clock	Level 1 Up To 6	Level 1 Up To 4	Level 1
Your Hotel Department Name	warehouse	Level 1 Up To 6	Level 1 Up To 3	Level 1 Up To 3
Your Hotel Department Name	statistics	Level 1 Up To 2	Level 1 Up To 2	Level 1 Up To 2
Your Hotel Department Name	Available Sites Change Hotel	Level 1 Up To 2	Level 1 Up To 2	Level 1 Up To 2
Your Hotel Department Name	configurations Administrator Department	Level 1	Level 1	Level 1
Administrator	All	Level 1	Level 1	Level 1

Practical Example

Let's for instance create 2 staff member accounts (1 manager and 1 worker) for your hotel housekeeping department.

Click Manage Departments and Add Department.

Fill-out all fields:

Name: Housekeeping
Description: Housekeeping department for my hotel.
Access: From the drop-down select Housekeeping Service.

To finish press Save. Your hotel housekeeping department is now created and ready to receive staff member or users. Now click Manage Users and Add Users.

Fill-out all fields for staff member 1 (Manager):

First Name: Jane
Last Name: Broom
Telephone: +1 999999999
Mobile: +1 999999999
Birthday: 1980-11-30
Username: jane-broom
Photo: Upload passport type photo
Email: jane-broom@myhotel.com
Password: click generate password nV2G4b2q
Site: My Hotel
Access Level: 4
Group or Department: Select your created department Housekeeping

To finish press Save. Jane will be the manager and she is able to perform edit and export tasks like create, edit and delete housekeeping jobs, assign workers to jobs, export jobs, etc.

Fill-out all fields for staff member 1 (Worker):

First Name: Samantha
Last Name: Mop
Telephone: +1 999999999
Mobile: +1 999999999
Birthday: 1991-01-12
Username: samantha-mop
Photo: Upload passport type photo
Email: samantha-mop@myhotel.com
Password: click generate password 8sSjsPqs
Site: My Hotel
Access Level: 6
Group or Department: Select your created department Housekeeping

To finish press Save.. Samantha is just a housekeeping worker that can access the daily assigned jobs and change their status to Pending, onHold or Complete.

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