Staff, roles and permissions

Ten roles, each with its own job. Pick a role when you invite someone, fine-tune one person's permissions if needed, and let staff check what they can do.

Every person signs in with their own account, so you always know who did what. Staff accounts are unlimited on every plan.

Each person has one role, and the role decides what they can do by default. The owner can also add or remove single permissions for one person. Buttons someone may not use are either hidden or greyed out, and tapping them says who to ask.

On the Staff page, tap Roles overview to see what each role can do. It shows the same descriptions as below.

Invite a team member

The Owner and Manager can invite staff and change roles. Managers can only manage roles below manager.

1. Open More → Staff (on a tablet: side menu) and tap Invite staff.
2. Enter the email and Full name, then pick a role. Front desk is selected unless you change it. Below the role you see what it can do.
3. Tap Invite staff. BaanHost emails an invitation that is valid for 7 days. If email cannot be sent, the app shows an invitation code: tap Copy and send it by WhatsApp or LINE.

Instead of an invitation, you can turn on Set the password manually instead and create the account with a password straight away.

How the team member joins

1. Install BaanHost and, on the sign-in screen, tap Staff? Got an invitation — join here.
2. Enter the email, the Invitation code from the email or from you, and a password of their own.
3. Tap Join. They are signed in.

The first time they sign in, they see a short welcome: their role, what they can do, and what to ask the owner or a manager for.

One login, several organizations: switching

The same email (or the same Google or Apple sign-in) can have an account in several organizations, for example if you run two hotels, or work at one place and have opened your own.

• When you sign in and your password or Google / Apple account matches several organizations, you are asked to Choose organization first.
• Once signed in, tap your avatar at the top right → Switch organization to move to another one without typing your password again. This works in the app and the web workstation.
• Only accounts with the same verified email are listed. Deactivated accounts and suspended organizations don’t appear.
• After switching, you work with your role and permissions in that organization.

Staff opening their own property

If you already work somewhere else (housekeeping, front desk…), you can still open your own property:

1. Sign up on the BaanHost website or in the app with the same email, Google or Apple account. With Google or Apple, the app asks whether to sign in to your staff account or Sign up my property.
2. In the new organization you are the Owner, with a 14-day free trial. Your staff account is not affected.
3. From then on, choose which one to open when you sign in, or switch with Switch organization in the avatar menu.

If the email already belongs to the owner of any organization, sign-up asks you to sign in instead: each person gets one free trial.

Owner

The owner of the business. Has every permission, and alone controls payment methods, the subscription and full data export.

Good for: the person who owns the business. A business can have more than one owner.

Can do:

• Manage payment methods and the subscription
• Invite staff, assign roles and fine-tune individual permissions
• See all finances, lock and unlock months
• Set up the business, rates, channels and night audit

Cannot do / who to ask:

• No limits; only an owner can make someone else an owner

Manager

Runs daily operations for the owner and can handle almost every booking, payment, housekeeping and setup task.

Good for: a general manager or managing partner who decides things when the owner is away.

Can do:

• Handle all bookings, including cancellations, refunds and discounts
• Record payments and expenses, transfer funds, view financial reports
• Manage properties, rates, channels and message templates
• Invite and manage staff below manager
• Assign tasks and inspect rooms

Cannot do / who to ask:

• Payment methods and subscription: ask the owner
• Month locking, currency and tax ID: ask the owner
• Cannot manage owners or other managers

Front desk

Looks after guests at the front desk: bookings, check-in and check-out, payments and receipts.

Good for: receptionists and whoever is on duty at the desk. New staff get this role unless you choose another.

Can do:

• Create, edit and reschedule bookings; cancel unpaid ones
• Check guests in and out, record payments, confirm guest transfers
• Issue receipts and tax invoices, run the night audit
• See guest IDs and contacts, file immigration reports
• Message guests, send payment links, report repairs

Cannot do / who to ask:

• Cancel paid bookings, void payments, refunds, discounts: ask a manager
• Financial reports and expenses: ask a manager or the accountant
• Rates, properties and business settings: ask a manager

Reservations

Takes bookings: handles channel and direct booking requests, creates and edits bookings, talks to guests.

Good for: someone who answers guests and looks after channel bookings, but does not welcome guests or take money on site.

Can do:

• See room status and bookings; create, edit and reschedule bookings
• Handle Airbnb requests, inquiries and direct booking requests
• Cancel unpaid bookings
• Edit guest profiles, send messages and payment links

Cannot do / who to ask:

• Check-in, check-out and payments: ask the front desk
• Refunds, discounts and cancelling paid bookings: ask a manager

Accountant

Keeps the books: records payments and expenses, issues invoices, reads reports and locks months.

Good for: your in-house accountant or an outside bookkeeper.

Can do:

• See all amounts and financial reports, export financial data
• Record payments, confirm guest transfers, issue receipts and tax invoices
• Record expenses and transfer funds
• View owner statements
• Lock past months

Cannot do / who to ask:

• Bookings and check-in: ask the front desk
• Cannot see guest IDs or contact details
• Unlocking months and opening balances: ask the owner

Housekeeping lead

Leads the housekeeping team: assigns work, inspects rooms and cleans too.

Good for: the head housekeeper or floor supervisor.

Can do:

• See room status and arrivals and departures (no amounts or IDs)
• See all tasks and assign them
• Complete tasks with photos
• Inspect rooms and mark them inspected
• Report repairs

Cannot do / who to ask:

• Cannot see amounts, guest IDs or contacts
• Bookings and payments: ask the front desk

Housekeeping

Cleans rooms: sees their own tasks and completes them with photos.

Good for: cleaners and room attendants.

Can do:

• See room status
• See tasks assigned to you and unassigned ones
• Complete tasks with photos
• Report a repair whenever you spot a problem

Cannot do / who to ask:

• Room inspection: ask the housekeeping lead or a manager
• Cannot see bookings, guests or amounts

Maintenance

Fixes things: takes repair reports, completes them with photos and blocks rooms when needed.

Good for: your handyman or maintenance technician.

Can do:

• See room status
• See all repair tasks and assign them
• Complete repair tasks with photos
• Block rooms during repairs and unblock them afterwards
• Report repairs

Cannot do / who to ask:

• Cannot see bookings, guests or amounts
• Cleaning tasks belong to the housekeeping team

Property owner

Owns some of the units: sees status, bookings and income for their own units only.

Good for: owners of units you manage for them. When you invite them, tick their units under Linked units (at least one).

Can do:

• See status and bookings for your units
• See amounts for your units
• View your owner statements

Cannot do / who to ask:

• Cannot see guest IDs or contact details
• Cannot see other units
• To change anything: ask a manager or the owner

Viewer

Read-only access for partners, advisers or auditors.

Good for: partners, investors, advisers or auditors who only need to look at the numbers.

Can do:

• See room status and bookings
• See amounts
• View financial reports

Cannot do / who to ask:

• Cannot change anything: ask a manager or the owner
• Cannot see guest IDs or contact details

Default permissions at a glance

Grouped by area, this list shows which roles get each permission by default. Brackets show a limit for that role. For anyone whose permissions the owner has adjusted, their own My role & permissions page is what counts.

Bookings

• View room status & calendar: All roles (Property owner: own units only)
• View bookings: Owner, Manager, Front desk, Reservations, Accountant, Housekeeping lead (dates and room numbers only, no IDs or amounts), Property owner (own units only), Viewer
• Create & edit bookings: Owner, Manager, Front desk, Reservations
• Check in & check out: Owner, Manager, Front desk
• Cancel unpaid bookings, mark no-show: Owner, Manager, Front desk, Reservations
• Cancel paid bookings, void payments, refunds, discounts: Owner, Manager
• Handle Airbnb requests & direct booking requests: Owner, Manager, Front desk, Reservations
• View amounts (rates, balances, payments, receipts): Owner, Manager, Front desk, Reservations, Accountant, Property owner (own units only), Viewer
• Message guests, send payment links: Owner, Manager, Front desk, Reservations
• Immigration reporting (TM30): Owner, Manager, Front desk

Guests

• View guest IDs & contact details: Owner, Manager, Front desk, Reservations
• Edit guest profiles: Owner, Manager, Front desk, Reservations

Payments & locking

• Record payments, confirm guest transfers: Owner, Manager, Front desk, Accountant
• Record payments for past dates (logged): Owner, Manager, Front desk, Accountant
• Issue receipts & tax invoices: Owner, Manager, Front desk, Accountant
• Lock a month: Owner, Accountant
• Unlock a month: Owner
• Run night audit: Owner, Manager, Front desk

Finance

• View financial reports: Owner, Manager, Accountant, Viewer
• Record expenses: Owner, Manager, Accountant
• Transfer funds (cash ↔ bank): Owner, Manager, Accountant
• Opening balances: Owner (can be granted to others)
• Owner statements: Owner, Manager, Accountant, Property owner (own units only)
• Export financial data (logged): Owner, Manager, Accountant

Tasks & housekeeping

• View all tasks, assign work: Owner, Manager, Housekeeping lead, Maintenance (repair tasks only)
• Complete tasks (with photos): Owner, Manager, Housekeeping lead, Housekeeping (only tasks assigned to them or to nobody), Maintenance (repair tasks only)
• Inspect rooms: Owner, Manager, Housekeeping lead
• Report a repair: Owner, Manager, Front desk, Reservations, Housekeeping lead, Housekeeping, Maintenance
• Block / unblock rooms for maintenance: Owner, Manager, Maintenance

Setup

• Manage properties & units: Owner, Manager
• Manage rates & room types: Owner, Manager
• Direct booking page & channels: Owner, Manager
• Automations & message templates: Owner, Manager
• Night audit settings: Owner
• Organization settings (currency, tax ID, invoicing, time zone): Owner

Administration

• Invite staff, change roles: Owner, Manager (roles below manager only)
• Adjust individual permissions: Owner
• Activity log: Owner, Manager
• Export guest list (logged): Owner, Manager
• Privacy erasure (anonymize guests): Owner

Owner only

• Payment methods (bank / PromptPay / Omise): Owner
• Make someone an owner: Owner
• Full data export & retention: Owner
• Buy & restore subscription: Owner

Add or remove permissions for one person

Once someone has a role, the owner can switch single permissions on or off just for them. For example, accountants cannot set opening balances by default, but you can allow it for your accountant.

1. Open Staff and tap ⋮ next to the person → Fine-tune permissions.
2. Every permission is listed by group with a switch. Anything that differs from the role's default is marked.
3. Switch on to add, switch off to remove. Setting it back to the role's default removes the adjustment.

Four things only owners can do

These 4 permissions always stay with owners and cannot be given to anyone else. In Fine-tune permissions they are greyed out.

• Payment methods (bank / PromptPay / Omise)
• Make someone an owner
• Full data export & retention
• Buy & restore subscription

If someone else needs to do these things, the only way is to make them an owner too. Only an owner can do that.

How staff check their own permissions

Everyone can open My role & permissions under More. On a tablet and in the web workstation, it is also in the account menu at the top right. It shows:

• their role and its description;
• every permission by group, with what they have and what they don't;
• anything the owner has added or removed just for them.

The page is read-only. If a button or feature seems to be missing, check here first, then ask the owner to adjust it.

Changes apply at once

• A new role or changed permission works straight away. Nobody needs to reinstall or update the app.
• The person is signed out on their phone and on the web. When they sign in again, the new permissions apply.
• After a role change, they see the welcome again the next time they open the app, written for the new role.

Change, reset or switch off

Tap ⋮ next to a person:

• Edit: change the name or role.
• Resend invitation while the invitation is still open, otherwise Reset password. After a reset, the person has to sign in again on every device.
• Deactivate: the person can no longer sign in. Their past actions stay in the audit log.

Default cleaner

Open the community (Communities → pencil icon) and choose a Default cleaner. Cleaning tasks are then assigned to that person. With Create preparation task the day before arrival turned on, they also get a task for every arrival the day before.