Managing Security for Hotel Department Managers

Often you will want to control the amount of data that your department managers can access. This allows them to have good visibility into just their department's performance and prevents them from getting distracted with other departments' details. It also makes it easier for them to do a Daily Labor Check-in for their department and to be able to view additional reports for their department in Reports.

For Example: If you have a user who manages only Housekeeping and Maintenance, you can easily give them Daily Labor Check-in and Reports for just those two departments.

Managing the security for your department managers is easy and flexible.

Ensure Your Hotel Department Setup is Customized the way you Want It

If you have the appropriate access, you have the ability to customize the names of the divisions and departments for your hotel. You can create new departments or change the name of existing departments. You can also choose which positions are grouped into each of these departments.

Any changes you make to your Hotel Department Setup inside of Hotel Effectiveness will automatically flow through to the other applications (including Realtime Labor Analyzer, Plan Manager & Scheduler).

If you have access to this, it is in Settings under 'Department Setup.' If you do not have access to this, please contact any of your company's Account Administrators who are responsible for updating security permissions.

Please check out our Knowledge Base for specifics on how to customize your Hotel Department Setup

Create or Edit Your User with the Appropriate Department Filters

If you are creating a new user, you will follow the same steps you always do for creating them and see below for specifics once you get to the 'Permissions' section. If you're editing a user and changing their filters, go in and find the user and select "Edit Permissions" next to their name.

• At the top of the Labor Management Permissions section you will see Department filtering
• You can choose to give the user no filters (if they are to have access to all departments) or 'Filter on Specific Departments'
• Once you click the filter option, a box will appear with your divisions / departments you set up through Hotel Department Setup (above). Just click the appropriate one and move it to the right box for the user to have access to it
• If you need to provide more specialized access for a user, you can set-up a Custom Position Group in Settings. Then go back to this Permissions screen and select the blue Custom Position Group link, and they will appear in a 2nd box below your department setup. Just give that user access to only that Position Group.

Important Note about Giving Access to See Wages for Department Managers

• If you want your department managers to see the wages for their own department, you can give them Can See Wages = Yes.
• However, it is very important to make sure they have a Department Filter turned on, so they do not see wages for the entire hotel.
• The Labor Management Wage Permissions are separate from the Time & Attendance Wage Permissions (if your hotel uses our Time & Attendance).

Important Restrictions to Note for Users with Any Department or Position Group Filters:

• They are automatically blocked from seeing Employee Manager, Hotel Labor Benchmarker, External Data Access, and Settings, even if they are assigned.
• They cannot see total wages for the hotel on any pages, even if they have seeing wages assigned. This is to prevent someone from being able to gather wage information they do know from the entire hotel totals.