Owner
Owner setup, part 4: roles and inviting your staff
Understand the built-in roles, make a custom role if you need one, and invite your front desk, managers and accountant by email.
By The Xenia team · · 3 min read
This is part 4 of 7 of the Xenia owner setup guide: 1. Your account · 2. Hotel details · 3. Rooms and rates · 4. Roles and staff · 5. Payments and security · 6. First booking and going live · 7. What to do next.
Xenia works best when everyone has their own sign-in. Then every booking, discount and void carries a name, and the audit trail can say who did what. The checklist calls this Invite your team.
Know the roles first
Open Roles. A role is a bundle of permissions. Xenia comes with built-in roles that are the same for every hotel and cannot be changed:
Owner: unrestricted access. That is you.
General Manager: runs the hotel day to day.
Front Desk: reception, arrivals, departures, guests and rooms.
Accountant: the ledger and money reports.
Bar and Restaurant: service and stock for those outlets.
Inventory and Store Keeper: stock and the store.
Make your own role (optional)
If a built-in role is close but not right, choose Make a copy on it, or choose New role. Give it a name and an optional description, then tick the things people with this role can do. Permissions that move money are marked with a Moves money label so you can choose carefully. Choose Make role to save.
Invite a staff member
Open Staff. You are the only person in the team to begin with.
Choose Invite someone.
Type the person's work email.
Choose their role, for example Front Desk.
Choose Send invitation.
The invitation appears under Waiting to join with the role and the date it expires. A link works once and expires after a week. If you made a mistake, choose Withdraw.
What your staff member sees
They open the email, follow the link and see a page that names your hotel and the role you gave them. They add their name, phone number and a password, agree to the terms and choose Create account and join. They land in the hotel with only the menu items their role allows.
You can see everything a person has done from the Activity link beside their name on the Staff page.
Keep reading
Owner4 min read
Door cards guide, part 1: what you need and how it fits together
What the card encoder, the lock bridge and Xenia each do, what to buy or find before you start, who does which step, and how long it takes.
Owner4 min read
Door cards guide, part 2: add the bridge in Xenia and set up your rooms
Sign in, add a lock bridge to get its one-time code, and set the building, floor and area of each room so the locks can find it.
See your own hotel in Xenia
Start free for 14 days with no card. Add your rooms, invite your staff, and watch the money in one place.