When you create an apaleo account, you are automatically the account admin. As admin, you can do absolutely everything, making this the most powerful apaleo user. A bit too powerful to use it in daily work, actually. Imagine this: You are at your hotel's reception, and need to quickly go check on something - leaving your computer unattended. A sneaky guest walks around and cancels all reservations. Or changes your prices to 1 EUR. Or adds 1000 more rooms you don't actually have. Or all of the above!
In short: It's not a great idea to be logged in as account admin. That's why apaleo comes with specific user roles, tailored to the tasks these people need to do.
This is basically the same as the account admin, but at least it is limited to one property. This is a good role for general managers, or your internal apaleo helpdesk - having access to everything also means you can quickly help people out, even remotely. The two kinds of admin are the only ones than can invite users to your apaleo account, or kick them out again.
Front Desk and Reservation Manager
We think those two are the most important people at a hotel (sorry, managers!) - they check guests in and out, handle special wishes and questions, and make sure your guests are having a good time. It's all about the guests for them! We do focus a lot on making their work life more fun, and a part of this is hiding complicated things, or making it really hard to make mistakes.
The role is divided into the senior reservation manager, and junior front desk employees or receptionists. They both mainly work with reservations, but have different access rights. Generally, all special requests and actions that cannot be repaired easily are limited to the reservation manager:
- cancel reservations or set them to no-show
- book regardless of rate plan or availability restrictions
- change prices or giving refunds
- add custom defined charges to a folio
- change the automation settings for check-in, check-out and night audit
On top of handling reservations, front desk and reservation manager have access to some reports:
- cashier report
- ordered services report
- room nights and guest statistics (manager only)
You can change the roles of a user at any time. This allows you to have new hires start as a junior front desk, and give them more responsibilities after they learned handling the basics.
Did you know that apaleo is also great for simple housekeeping? Invite your housekeeping staff to your hotel, and give them access to nothing else but the housekeeping view and the ordered services report. The last one is helpful if you deliver items to the room, like super fluffy pillows. You can also use it to record special wishes like skipping turn down service. Your housekeeping needs to know of those, right? They can also set rooms to out of service, in case they notice a minor issue in any of the rooms they are in.
For the revenue manager, it's all about the money. Which channels perform best? How is the occupancy forecast for next month? Are my prices all right? Should I renegotiate deals with companies? How to best structure the inventory? Their main areas of working are reports and managing rate plans (and occasionally, the inventory). That's why those are the only areas of apaleo a revenue manager has access to. They also have read-only access to reservations, as the reservation list with its filters can be used for detailed reports.
Numbers are their thing - tons of them, with an excruciating level of detail, and in formats nobody else wants to be bothered with. Debited, credited, accounts receivables? Yeah. Their job is to make sure revenues, taxes and payments are reported correctly to the authorities, and kept safe and sound in your main accounting system or at your tax advisor's. Apart from the admins, the accountant is the only person having access to the accounting section.
Sometimes things look a little fishy, and your accountant needs to check where this 0 VAT accommodation charge is coming from. That's why they also have read access to reservations and folios.
For multi taskers
Your accountant does housekeeping? Your junior front desk is also a revenue manager? No problem at all. You can assign as many roles to a user as you want.
Roles & Permissions Overview
Whenever you invite a new user or edit an existing one, you have an overview of all the roles and permissions. In this way, you know exactly what kind of permissions you are granting to users when you assign certain roles.