Who does what

Four roles, what each one can open, and how to choose for a real hotel.

Every account has exactly one role. The role decides which app the person can open and what they see inside it. There are no per-page permissions to fiddle with — picking the right role is the whole job.

The four roles

Admin

Give it to: the installer, plus one or two trusted people at the hotel.

Can open: all three apps, every page, including Settings, Users, Licensing and Backup.

Admin can wipe the database and read every integration password. Keep the number of Admin accounts small.

Manager

Give it to: the general manager or duty manager.

Can open: Reception, Housekeeping, and the operational half of Administration — Overview, Reports, the Housekeeping board and Automations.

Cannot open: Settings, Users, Licensing or Server. A manager can run the hotel but cannot rewire it.

Receptionist

Give it to: everyone who works the front desk.

Can open: the Reception app only.

One account per person, never a shared "reception" login — see the box below.

Housekeeping

Give it to: cleaning staff.

Can open: the Housekeeping app only, which is built for a phone.

One account per cleaner, so tasks can be assigned by name and the staff report means something.

Admin versus Manager, side by side

Manager is the role people misunderstand most often. This is the exact split:

Administration page	Admin	Manager
Overview — live room cards	Yes	Yes
Reports	Yes	Yes
Housekeeping board	Yes	Yes
Automations	Yes	Yes
Gateways, Rooms, Zones, Devices, Readers	Yes	View only
Logs, Events, Notifications	Yes	View only
Users	Yes	No
Settings — hotel, email, integrations, security, backup	Yes	No
Licensing, Server	Yes	No

A sensible set of accounts for a 40-room hotel

Account	Role	Why
The integrator	Admin	Kept after handover, rarely used
The hotel's owner or IT contact	Admin	So the hotel is not dependent on the integrator
General manager	Manager	Reports and cleaning assignment
One per receptionist	Receptionist	Never shared
One per cleaner	Housekeeping	So tasks can be assigned by name

Why one account per person matters

Harmony records who completed each cleaning task and who edited each reservation. With a shared login, that history answers nothing — and when someone leaves you cannot revoke their access without locking out the whole team. Individual accounts cost nothing.

When somebody leaves

Edit their account and clear Active account. They can no longer sign in, but the work they did keeps their name against it. Only delete an account that was created by mistake and never used.