Access
What it does
Section titled “What it does”Access lets the owner decide, for each role and each part of the console, what that role can do. Every box is one of four levels. A change applies to that role at once and is enforced on the server too, so it is not just hidden from the menu. You are never locked out: the owner is not in the grid.
Who can use it
Section titled “Who can use it”Admins (owners) only.
Where to find it
Section titled “Where to find it”Access in the rail, under People.
The four levels
Section titled “The four levels”- None: can’t see it.
- View: can see it, read only.
- Act: can use it.
- Manage: in charge, can also change its settings.
How to change what a role can do
Section titled “How to change what a role can do”- Find the part of the console in the left column. Parts are grouped, and each has a short plain-words line.
- Find the role’s column: Manager, Front desk, Housekeeping or Concierge.
- Click the box. The level goes up by one. Past the highest level that role may have, it goes back to None.
- The change is saved straight away. If it fails you see “Access not saved”.
How to see a role’s view
Section titled “How to see a role’s view”- Click Preview under the role’s name.
- The console opens as that role sees it.
How to work as another role
Section titled “How to work as another role”If you own or manage the hotel you do not need a second account for a day at the desk. Open See as… at the top (managers: Switch view…) and pick Work as Front desk (or Work as Manager). The sidebar, the Today screen and every page now work like that role’s console, and a bar at the top says Working as Front desk. Choose Back to Owner view to return. To open your console this way every time on this device, pick Open as Front desk under Open my console as. Everything you do is still recorded under your own name. The Watch choices (housekeeping, concierge, kitchen, guest app) only show you their screen; they do not switch your console.
How to go back to the defaults
Section titled “How to go back to the defaults”- Click Reset to Upstay defaults. It is off when nothing has been changed.
- In Reset access to the defaults?, click Reset. Every role goes back to what Upstay gives it. Nothing else changes.
How to set approval limits
Section titled “How to set approval limits”- In What your manager can let the desk approve alone, find the limit: Goodwill credit per stay, Discount on the price, Booking requests the desk can accept, Repairs and purchases or Voids and corrections on one charge.
- Click − or + to lower or raise the ceiling. A limit with no ceiling shows No cap.
- Above the ceiling, the request comes to you. Under it, the line also shows what your manager has set now.
What the plan chips mean
Section titled “What the plan chips mean”Your plan with Upstay lists the features Upstay has switched on for your hotel, in groups. They are for reading only. You decide who uses a feature in the grid above.
Tips & good to know
Section titled “Tips & good to know”- A pill shows how many boxes are changed from defaults. A changed box is marked.
- Some boxes cannot be raised. They are fixed, and the box says “This role cannot be given this module”.
- Housekeeping and Concierge can never be given money, reservations, ID, rates, reports, team or settings.
- Only the owner can open Access or change an Admin.
Troubleshooting
Section titled “Troubleshooting”- “Limit not saved” → Try the change again.
- “Approvals and limits are not turned on for this hotel.” → The approval limits card is off for your hotel. Ask Upstay.