Users & Roles

Basefloor uses Role-Based Access Control (RBAC) to ensure every staff member sees only what they need to do their job — nothing more.

Roles

Every user in Basefloor is assigned exactly one role. Roles are hierarchical — higher roles include all permissions of lower roles.

Owner

The highest level of access. Owners can:

• Manage chain-wide settings and billing
• Add, edit, and delete any property
• Create and manage all users and their roles
• View all reports across all properties

There should only be one Owner account per chain.

Manager

Managers have full control over their assigned property:

• Manage all bookings, check-ins, and check-outs
• Add and configure rooms and amenities
• Manage staff assigned to their property
• View property-level reports

Front Desk

Front Desk staff handle day-to-day guest interactions:

• Create, modify, and cancel bookings
• Check guests in and out
• View and update guest profiles
• View availability calendar

Front Desk staff cannot modify room configuration or manage other users.

Housekeeping

Housekeeping staff have read-only access to room assignments and can update room statuses:

• View daily room assignments
• Mark rooms as Clean, Cleaning, or Out of Service
• Cannot access booking details or guest information

Read-Only

For supervisors or auditors who need to view but not modify data:

• View all bookings, guests, and rooms
• View reports
• Cannot make any changes

Inviting a New Staff Member

1. Go to Settings → Users
2. Click Invite User
3. Enter the staff member's email address
4. Select their Role
5. If applicable, select which Property they are assigned to
6. Click Send Invite

The user receives an email with a link to set their password. The link expires after 48 hours.

Managing Existing Users

From the Users list, you can:

• Change Role — click the role badge next to a user's name
• Reassign Property — update which property a staff member is assigned to
• Reset Password — send a password reset email
• Deactivate — prevent login without permanently deleting the account

Property-Based Access

Staff members can be assigned to one or more specific properties. When assigned, they can only see data from those properties. Owners and chain-level Managers can see all properties by default.

Audit Log

Every action in Basefloor is logged. To view the audit trail, go to Settings → Audit Log. You can filter by:

• User
• Date range
• Action type (created, updated, deleted)
• Resource (booking, room, guest, etc.)

This is invaluable for investigating incidents or resolving disputes.