User Management Guide

Hotel Effectiveness by Actabl

Introduction

Welcome to the Hotel Effectiveness User Management guide. As an Account Admin, you play a critical role in ensuring your team has the visibility they need to optimize labor costs and drive property performance. This manual provides clear, actionable instructions for managing your users efficiently within the Hotel Effectiveness platform.

1. Understanding User Roles & Permissions

User access in Hotel Effectiveness is designed around functional visibility. Before adding a user, determine their scope of responsibility:

• Corporate/Portfolio Admin: Full visibility across all properties in the organization. Can manage global settings and cross-property reporting.
• Property Admin: Full control over a single property, including user management, schedule approvals, and labor standard adjustments.
• Department Manager: Focused access to specific departments (e.g., Housekeeping, Front Desk) to manage schedules and monitor daily labor hours.
• Read-Only User: Ideal for owners or regional managers who need to monitor performance via the Dashboard and Reports without making operational changes.

2. Adding a New User

To add a new team member to the system, follow these steps:

1. Navigate to User Management: Select the Settings gear icon in the top right and click on Users.
2. Create User: Click the Add New User button.
3. Enter Contact Details: Fill in the user’s First Name, Last Name, and Email Address.
   • Note: The email address serves as their unique login ID.
4. Assign Access Level: Choose the appropriate Role (Admin, Manager, etc.).
5. Select Scope: * For Portfolio users, select the specific properties they oversee.
   • For Property users, select the home property and, if applicable, the specific departments they manage.
6. Save & Invite: Click Save. The system will automatically send an activation email to the user with instructions to set their password.

3. Managing Existing Users

To maintain security and data integrity, regularly audit your user list.

Editing User Details

If a manager changes departments or requires more broad access:

• Find the user in the Users list.
• Click the Edit (Pencil) icon.
• Update their role or property/department assignments and click Save.

Deactivating Users

When an employee leaves the company or no longer requires access, you must deactivate their account immediately:

• Locate the user in the Users list.
• Toggle the status from Active to Inactive.
• Security Pro-Tip: Never delete a user if they have historical data associated with them (like approved schedules); deactivation preserves the audit trail while blocking access.

4. Password Resets & Login Support

As an Admin, you are the first line of support for your team.

• Triggering a Reset: If a user is locked out, you can click the Reset Password button within their user profile. This sends a fresh link to their registered email.
• Self-Service: Remind users they can use the "Forgot Password?" link on the login page at any time.
• MyHotelTeam Support: For hourly associates using the mobile app, ensure their mobile number is correctly entered in the system so they can receive SMS-based password recovery codes.

5. Troubleshooting Common Issues

Issue	Solution
User didn't receive invite email	Check the spam folder. Ensure the email address in the system is spelled correctly. If correct, click "Resend Invitation" in the user profile.
Manager can't see their department	Verify that the specific Department is checked under the "Assignments" tab in their User Profile.
User is logged in but sees no data	This usually happens when a user is assigned a Role but no Properties. Ensure at least one property is selected in their Scope.

6. Best Practices for Admins

• The Principle of Least Privilege: Only grant the level of access a user needs to perform their job. This prevents accidental changes to labor standards or global settings.
• Monthly Audits: On the first of every month, review your Active User list to ensure no former employees still have access.
• Naming Conventions: When creating users, use official company email addresses rather than personal ones to ensure professional data security.

For further assistance, please contact Actabl Support or visit the internal Knowledge Base for specific configuration deep-dives.