Account Admin
Property Admin
Front Desk and Reservation Manager
Housekeeping
Housekeeping Manager
Revenue Manager
Accountant
For Multitaskers
Deactivate or Change User Role
FAQ
Roles & Permissions Overview
Whenever you invite a new user or edit an existing one, you can see all the roles and their associated permissions. This helps ensure you assign the correct access for each user's responsibilities.
Account Admin
The Account Admin is created when the Apaleo account is first set up. This role has full permissions across the account, including the ability to invite and deactivate users. Because of its broad access, it's not recommended for daily operational use.
Property Admin
This role has nearly the same permissions as the Account Admin but is limited to a single property. It cannot invite or deactivate users. It's ideal for general managers or internal Apaleo support roles.
Front Desk and Reservation Manager
This role is designed for team members who manage day-to-day guest interactions. It includes two access levels: junior front desk and senior reservation manager. Both roles primarily handle reservations but have different permissions.
Reservation Manager permissions include:
- Cancel reservations or mark them as no-show
- Book outside of rate plan or availability restrictions
- Change prices or process refunds
- Add custom charges to folios
- Update automation settings for check-in, check-out, and night audit
Report access includes:
- Cashier report
- Ordered services report
- Room nights and guest statistics (manager only)
You can change a user's role at any time, making it easy to promote users as they gain experience.
Housekeeping
Housekeeping users get access to the Housekeeping view and the ordered services report. This allows them to track tasks and special guest requests, such as skipping turn-down service. They can also mark rooms as Out of Service if they find issues.
Housekeeping Manager
Housekeeping Managers have extended permissions. They can access the Room Rack in view-only mode, see upcoming reservations, and access detailed reservation data. They can also create, edit, and delete Out of Order (OOO) and Out of Service (OOS) statuses to support daily maintenance and staffing coordination.
Revenue Manager
Revenue Managers focus on pricing, forecasting, and channel performance. They manage rate plans and have read-only access to reservations for reporting purposes. They do not have access to other system areas unless specifically assigned.
Accountant
This role is responsible for financial accuracy. Accountants can access the accounting section, and view reservations and folios for auditing and tax reporting. Alongside admins, they are the only users who can manage financial data in Apaleo.
For Multitaskers
You can assign multiple roles to a user. For example, your junior front desk staff can also have revenue management permissions, or your accountant can access housekeeping features if needed.
Deactivate or Change User Role
If a user is promoted or moves to another department, you can change or deactivate their role. Click the three dots next to their user ID and choose either "Deactivate" or "Update".
Note: Only the Account Admin can delete another Account Admin at the account level.
FAQ
Can I create a custom user role?
No, Apaleo only supports predefined user roles. If you need additional options, contact support to suggest a future enhancement.
Can I export the list of permissions?
No, exporting permissions to Excel is not currently possible.
Can I change the email address associated with a user?
No, only the user can change their email. They must select "Change email" and confirm the update themselves.
I cannot remove a user because an app is connected to that account. What should I do?
This is expected. Accounts linked to apps cannot be removed. Instead, assign the user the Housekeeping role (limited access) to preserve the app connection while restricting their system access.