Users & Roles

Every person who interacts with Veridien needs a user account, and every user account needs a role that defines what they can see and do. The permission system is designed to give each team member exactly the access they need — no more, no less. A room attendant does not need to see financial reports. A night auditor does not need to modify rate plans. A general manager needs to see everything.

Getting roles right is not just about security (though that matters). It is about creating a clean, uncluttered experience for each user. When a front desk agent logs in, they should see the tools they need for their shift — not a maze of settings and reports that distract from their primary workflow.

Inviting users

When a new team member joins your property, a property owner creates their account:

The invited user appears in the user list with a Pending status until they accept the invitation and set up their account. Once activated, their status changes to Active.

Modifying users

To update a user's role, name, or other details:

1. Navigate to Admin (under the Settings section in the sidebar) and find the user in the list.
2. Click the user's name to open their profile.
3. Make the necessary changes — update their role, change their name, or edit the note.
4. Click Save Changes.

Role changes take effect immediately. The next time the user loads a page or navigates within Veridien, they will see the interface corresponding to their new role.

Deactivating users

When a team member leaves or should no longer have access:

1. Open the user's profile in Admin (under the Settings section in the sidebar).
2. Click Deactivate User.
3. Confirm the action.

Deactivated users cannot log in, but their account history is preserved for audit purposes. All actions they took while active remain in the system's audit log. You can reactivate a deactivated user at any time if they return.

Understanding the permission structure

Permissions in Veridien are organized by module. Each permission can be set to one of three levels: No Access, View Only, or Full Access. Some modules have additional granular permissions for specific actions.

Permissions by module

Reservations

• View reservations — See reservation details, search, and filter.
• Create reservations — Create new bookings, select room types and rate plans.
• Modify reservations — Change dates, room types, rates, and guest details.
• Cancel reservations — Cancel existing bookings and apply cancellation policies.

Billing

• View folios — See folio details and posting history.
• Post charges — Add manual charges to folios.
• Process payments — Accept payments and process refunds.
• Make adjustments — Create adjustments on existing postings.
• Generate invoices — Create and send invoices.
• Run night audit — Execute the end-of-day audit process.

Housekeeping

• View tasks — See the task queue and room statuses.
• Complete tasks — Mark rooms as cleaned.
• Assign tasks — Distribute tasks to attendants.
• Inspect rooms — Conduct and record room inspections.

Settings

• View settings — See property configuration (read-only).
• Manage users — Invite, modify, and deactivate users.
• Manage property settings — Edit property profile, taxes, and fees.
• Manage channels — Configure channel manager connections.

Creating custom roles

While predefined roles cover common use cases, you may need custom roles for your property's specific organizational structure.

Common role templates

Use these as starting points and customize based on your property's needs:

How permissions affect the user experience

Permissions do more than block access — they shape the interface. A user with no access to the Housekeeping module will not see housekeeping menu items at all. A user with View Only access to Billing will see folio details but the Add Charge, Process Payment, and Adjust buttons will not appear. This keeps the interface clean and prevents accidental actions.

If a user attempts to access a page they do not have permission for (for example, by following a shared link), they see a clear message explaining that their role does not include access to that feature, along with a suggestion to contact their property owner if they believe they need it.

Scenario: onboarding three new staff members

The Grand Marina Hotel is bringing on three new team members at the start of the busy season:

1. Ana — Front Desk Staff. Ana will handle check-ins, check-outs, walk-ins, and basic billing operations. The property owner navigates to Admin (under the Settings section), clicks Invite User, enters Ana's name and email, and assigns the Front Desk Staff role. Ana receives her invitation, sets her password, and logs in to find a clean interface focused on the front desk dashboard, reservations, and folio management. She does not see admin settings, channel manager, or housekeeping assignment tools — just the tools she needs.

2. Tomás — Housekeeping. Tomás will clean rooms and report completion through the mobile interface. The property owner invites Tomás with the Housekeeping role. When Tomás logs in on the housekeeping tablet, he sees only his assigned task list — room numbers, special instructions, and a button to mark each room as complete. He cannot view guest names, folio details, or financial information. His interface is deliberately minimal so he can focus on his work without navigating unnecessary screens.

3. Rachel — Manager. Rachel will oversee daily operations, monitor performance, and analyze revenue data. The property owner assigns her the Manager role, which gives full access to reservations, billing, and housekeeping, plus view access to property settings (so she can see tax configurations that affect pricing but cannot change them). Rachel can view occupancy trends, ADR, RevPAR, and booking sources in Reports — the metrics she needs to make operational decisions.

Three team members, three very different roles, three tailored experiences — all managed from the Admin page. As the season progresses, the property owner can adjust roles as needed. If Ana is promoted to a supervisory position, her role can be updated to add housekeeping task assignment permissions. If Tomás takes on inspection duties, his role can be expanded to include the inspection permission. Changes take effect immediately without requiring any re-setup.