Users & Roles

Every person who works in Veridien needs to be a member of a property, and every member is assigned a role. The role is a named bundle of permissions that decides which parts of the system that person can open and which actions they can take. A housekeeper does not need to see folios. A night auditor does not need to edit rate plans. Roles let you give each member exactly the access they need and nothing more.

Team and role management lives on the Team page, found under the Property group in the sidebar. Permissions are scoped to a single property: a member you add to one property does not automatically gain access to another.

Who can manage the team

Inviting members, changing roles, and creating or editing roles require the Manage Team Members and Manage Roles & Permissions permissions. The built-in Property Owner and Manager roles include these. If you do not see the controls described here, your role does not grant team management.

The default roles

When a property is created, Veridien seeds five built-in roles. You can assign them as-is, edit the lower four, or use them as a reference when building custom roles.

Role	What it can do
Property Owner	Full, unrestricted access to every module and setting. This role is locked and cannot be edited, renamed, removed, or reassigned.
Manager	Full operational access across reservations, front desk, billing, housekeeping, rates, analytics, and team management.
Front Desk Staff	View and create reservations and guests, check guests in and out, assign rooms, view folios, and view rooms, rates, and housekeeping status.
Housekeeping	View rooms, guests, and reservations, plus update room status and edit housekeeping assignments.
Night Auditor	End-of-day financial review, billing, and reporting: view and create reservations, check guests in and out, add charges and record payments, and view occupancy, financial, and revenue reports.

The person who creates a property is automatically given the Property Owner role. Every property keeps exactly one Property Owner, which is why that role cannot be removed or handed to a custom role.

Inviting a team member

You invite people by email. Veridien sends them a link to accept; once they accept, they become a member of the property with the role you chose.

Open Team from the Property group in the sidebar.
Scroll to the Invite Team Member section.
Enter the person's email address.
Choose a role from the dropdown. The Property Owner role is intentionally not offered here.
Click Send invitation.

The invitation appears under Pending Invitations with the assigned role and an expiry date. Invitations are valid for 7 days.

No separate account setup step

You only enter the invitee's email and role, not their name or password. The person sets their own name and credentials when they accept the invitation. If they already have a Veridien account, accepting simply adds the property to their account.

Managing pending invitations

Each pending invitation has two actions:

Resend sends the invitation email again and resets the 7-day expiry.
Cancel revokes the invitation so the link can no longer be used.

If an invitation passes its expiry date before it is accepted, it is shown with an Expired badge. Use Resend to issue a fresh 7-day link.

Changing a member's role

In the Team Members section, each member shows their name, email, join date, and a role dropdown. To change someone's role, pick a new role from their dropdown. The change takes effect immediately the next time they load a page.

The Property Owner is shown with a fixed Property Owner badge instead of a dropdown, because that role cannot be reassigned.

Removing a member

To remove someone, click the trash icon next to their entry in Team Members and confirm. They lose access to the property immediately. You cannot remove yourself, and you cannot remove the Property Owner.

How permissions work

Permissions in Veridien are organized into modules (for example Reservations, Billing & Folios, Housekeeping, Rates & Pricing). Within each module, permissions are arranged as a tree: a top-level view permission, with more specific actions nested underneath it.

For example, the Billing & Folios module looks like this:

View Folios & Charges
- Add Charges to Folio
- Record Payments
- Override Prices
- Void Charges
- Create & Send Invoices

The child permissions only make sense when the parent view permission is granted, so grant the view permission first, then enable the specific actions a role needs.

The full set of modules includes Property, Rooms, Reservations, Guests, Front Desk, Billing & Folios, Housekeeping, Rates & Pricing, Analytics & Reports, Services & Add-Ons, Expenses & Profit, Taxes & Fees, Audit Log, Channel Manager, AI Assistant, Restaurant, Restaurant Reports, Revenue Intelligence, Email Templates, and Settings.

How permissions shape the interface

Permissions do more than block actions. The sidebar only shows the modules a role can view, so a Housekeeping member never sees folios or rate plans, and a member with view-only billing access sees folios but not the buttons that add charges or record payments. This keeps each person's screen focused on the work they actually do.

Creating a custom role

When the built-in roles do not fit your structure (a Duty Manager, a Revenue Analyst, a Reservations Agent), build your own.

Open Team and click Create custom role, or go to the dedicated role editor at Settings → Roles and click New Role.
Enter a Role Name and an optional Description.
When creating a new role you can Start from template to pre-fill the permissions. The templates are Front Desk, Manager, Read Only, and Full Access. Pick the closest one, then adjust.
Set permissions module by module. Each module card has a master switch that turns the whole module on or off, and individual checkboxes for the nested permissions. A Permission Summary at the top lists everything currently enabled so you can review the role at a glance.
Click Create Role (or Save Changes when editing).

You cannot name a role "Property Owner"; that name is reserved to protect against privilege escalation.

Editing and reviewing roles

The Roles list shows every role with its description, a count of enabled permissions, the number of members assigned, and a Default badge for the built-in roles. Open any role except Property Owner to edit it. Changes apply to every member who holds that role.

Role changes affect everyone with that role

Editing a role updates access for all current members assigned to it. Before removing permissions from a shared role, check the member count so you know who is affected.

Putting it together

A small property onboarding three new staff:

A front desk agent is invited with the Front Desk Staff role. After accepting, they see the front desk dashboard, reservations, guests, and folios, but no rate plans, taxes, or team settings.
A room attendant is invited with the Housekeeping role and sees only rooms and housekeeping status.
A duty manager needs everything the front desk does plus the ability to void charges and edit rates, but should not manage the team. The owner duplicates the work of the Manager template into a new custom role, removes Manage Team Members and Manage Roles & Permissions, saves it as "Duty Manager", and assigns it.

As responsibilities change, update a member's role from the dropdown or adjust the role's permissions. Changes take effect on the member's next page load with no re-setup required.

Property Settings — configure the property profile, branding, and invoicing details.
Key Concepts — how properties, members, and roles fit together.
First Login — what a new member sees after accepting an invitation.

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