> For the complete documentation index, see [llms.txt](https://wiki.inels.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://wiki.inels.com/inels-harmony/getting-started/who-does-what.md).

# 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

{% tabs %}
{% tab title="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.
{% endtab %}

{% tab title="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.
{% endtab %}

{% tab title="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.
{% endtab %}

{% tab title="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.
{% endtab %}
{% endtabs %}

## 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                |

{% hint style="warning" %}
**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.
{% endhint %}

## 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.