Users & Roles

Use roles to give each person on your team the access they need and nothing more. Every person who works in Veridien is a member of a property, and every member has one role: a named set of permissions that decides which pages that person can open and which actions they can take. A housekeeper does not need to see folios, and a night auditor does not need to edit rate plans.

You manage members and roles on the Team page. To open it, select Property Settings in the sidebar, then Team in the Property group. Permissions apply to one property only: a member you add to one property gets no access to another.

Every new property starts with five roles. You can assign them as they are, change what the last four allow, or use them as a model for your own roles.

The person who creates a property gets the Property Owner role. The owner cannot be removed from the property, and their role cannot be changed.

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

1. Open Team.
2. In Invite a team member, enter the person's Email address.
3. Choose a Role. The Property Owner role is not offered.
4. Select Send invitation. The button appears once you enter an email address.

The invitation appears under Pending invitations with its role and the date it expires. An invitation is valid for 7 days.

Each pending invitation has two buttons:

• Resend sends the invitation email again with a new 7-day link.
• Cancel withdraws the invitation so the link no longer works.

An invitation that passes its expiry date before anyone accepts it shows an Expired badge. Select Resend to send a new 7-day link.

In Members, each row shows the member's name, email address, the date they joined and a role picker. To change someone's role, choose a new role in their picker. The change applies at once.

The Property Owner's row shows Property Owner as plain text instead of a picker, because that role cannot be changed.

To remove someone, select the trash icon on their row in Members, then Remove member. They lose access to the property at once.

You cannot remove:

• yourself,
• the Property Owner,
• the last member who can manage the team,
• a member who holds a permission you do not hold.

Permissions are grouped into modules, for example Reservations, Billing & Folios, Housekeeping and Rates & Pricing. Inside each module, permissions form a tree: a View permission at the top, with more specific actions under it.

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

• View Folios & Charges
  • Add Charges to Folio
  • Record Payments
  • Override Prices
  • Override exchange rates
  • Refund payments
  • Void Charges
  • Create & Send Invoices
  • Issue Credit Notes

Turning a permission on or off also turns on or off every permission under it. You can then turn single permissions under it back off. Some actions have actions of their own: Modify Reservations covers Edit Reservation Rates unless you turn that one off. A View permission and the actions under it are separate permissions, so turn on the View permission too when a role should see the pages an action is on.

The server checks every permission on the role page. When your role does not allow an action, the message names the permission and tells you to ask the property owner, or anyone who manages roles, to turn it on in Settings, Team.

The modules are Property, Rooms, Reservations, Guests, Front Desk, Billing & Folios, Housekeeping, Rates & Pricing, Dynamic pricing, Analytics & Reports, Services & Add-Ons, Expenses & Profit, Accounts, Loyalty, Charges, Audit Log, Channels, AI Assistant, Outlets, Revenue Intelligence, Email Templates, Agencies and Settings.

Permissions also decide what each person sees. The sidebar only shows the pages a role can view, so a Housekeeping member never sees folios or rate plans. A member who can view folios but not add charges or record payments sees the folios without the buttons for those actions.

When the default roles do not fit your team (a duty manager, a revenue analyst, a reservations agent), create your own.

1. Open Team and, under Roles, select Create custom role.
2. Enter a Role name and, if you want, a Description.
3. Under Permissions, select the permissions the role should have, module by module.
4. Select Create role. Veridien opens the new role's page so you can check what it allows.

You cannot name a role "Property Owner". That name is reserved.

You cannot give a role a permission you do not hold yourself, and you cannot take away a permission you do not hold.

The Roles section lists every role with its number of permissions. The Property Owner role has a Locked badge, and the other built-in roles have a Default badge. Select any role except Property Owner to open its page.

A role's page has the role's Name and Description, then one section per module. Each section shows how many of its permissions are allowed, a switch for each permission, and Select all and Clear buttons for the whole module. Changes save as you make them: a switch saves when you flip it, and the name and description save when you leave the field. A change applies to every member who has that role.

A small property adds three new staff members:

• A front desk agent is invited with the Front Desk Staff role. After accepting, they see the front desk, reservations, guests, folios and rate plans, but not taxes and charges or any settings.
• A room attendant is invited with the Housekeeping role and sees rooms, room status, and the guests and reservations behind them.
• A duty manager needs what the front desk has plus voiding charges and editing rates, but should not manage the team. The owner creates a custom role named "Duty Manager", turns on those permissions, leaves Manage Team Members and Manage Roles & Permissions off, and assigns it.

When responsibilities change, choose a different role for the member or change the role's permissions. The change applies at once, with nothing else to set up.

• Property Settings: configure the property's details, policies and documents.
• Key Concepts: how properties, members and roles fit together.
• First Login: what a new member sees after accepting an invitation.