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General overview of the Product Permission
Available with any of the following subscriptions:
- Service
- Housekeeping
- Chat
- Projects (Preventative Maintenance)
- Guest Messaging
- Above Property Dashboard
Think of permissions like a set of rules that tell Optii who can access what. Just like you need a key to open a door, you need the right permissions to use certain features in Optii.
Why are Permissions Important?
Permissions are important because they:
- Keep things secure: They help protect information and prevent unauthorized access unrelated data to their roles.
- Make things easier: By giving your colleagues only the permissions they need, it helps them focus on their work and avoid confusion.
- Ensure fairness: Everyone in the system has access to the tools they need to succeed, but only the tools they need.
Please note:
- Users will need to refresh the page or log out of the account and back in before updates to their permissions take effect.
- When Optii adds new permissions to a permission set, existing users will retain their current access. Any new permissions added to the set will be turned off by default for the user. We encourage your team to review the latest release notes and provide the necessary product or function access for your teams.
Here is a general guide to each of the permissions available in your product permissions in Optii:
| Product Permissions | Brief Description Users with this permissions can: |
| Chat — only applicable if your property has subscribed to this product | |
| All Team Member | Users would be able to see the entire active users irrespective of the departments. Grant this access to General Managers, Senior Head of Operations, and those required to see other users outside of their respective departments. |
| Access Chat | Within the Optii platform, users can utilize the Chat feature. Their access includes the general "All Team Members" channel, as well as all channels specifically designated for their department within the "Department Access" section. Additionally, they have the ability to engage in Direct Messages for private conversations with other users. |
| Access Chat Assist | With Chat Assist, users can utilize Optii AI capabilities to efficiently assign jobs to their colleagues within the system. |
| Access Dynamic Groups | With this permission, users can create and manage dynamic groups for chat discussions. Users can specify the conditions that determine who belongs to a dynamic group. Essentially, this permission empowers users to create and maintain flexible and up-to-date chat groups, streamlining communication and improving efficiency within the organization. Access to this function should be only given to General Managers, Senior Operations Managers, and Head of Departments. |
| Housekeeping — only applicable if your property has subscribed to this product | |
| Add/Edit Housekeeping Jobs | |
| Cancel Housekeeping Jobs | With this access, a user can 'Cancel' any Housekeeping Jobs (Departure, Stayovers, Turndown, Touch-Ups, Inspections, Corrections, Checks). Only Senior Managers should be allowed to 'Cancel' housekeeping jobs. |
| Delete Housekeeping Jobs | With this access, a user can 'Delete' any Housekeeping Jobs (Departure, Stayovers, Turndown, Touch-Ups, Inspections, Corrections, Checks). Only Senior Managers should be allowed to 'Delete' housekeeping jobs. |
| Reopen Housekeeping Jobs | With this access, a user can 'Reopen' any Housekeeping Jobs (Departure, Stayovers, Turndown, Touch-Ups, Inspections, Corrections, Checks). Only Senior Managers should be allowed to 'Reopen' housekeeping jobs. |
| View Housekeeping Jobs | This is the most basic level. Users can only view existing housekeeping jobs, their assignments, and their status (e.g., completed, in progress) |
| Schedule | |
| Access Schedule | Head of Departments can view, edit, and publish their schedules or rosters in Optii. This function should be only be provided for Managers or Supervisors with Staff Scheduling responsibilities |
| Service Delivery | |
| Access All Jobs by Status | Grants users the ability to view the status of all jobs within the departments specifically assigned to them. If a user has access to "Housekeeping" and "Maintenance," they can view the status of all jobs related to those departments. This is a wide permissions to see all Jobs so should be granted mostly to Head of Departments and Supervisors. |
| Access All Jobs by Timeline | Grants users with edit and read access to the Housekeeping Timeline View. Access to this function should only be granted to the General Manager, Hotel Manager, Rooms Division Manager, Director of Housekeeping and Senior Manager in Housekeeping with allocation and staff management responsability. |
| Access Cancel Jobs | With this access, a user can 'Cancel' any Service Jobs (Guest Request, Internal). Only Senior Managers should be allowed to 'Cancel' service jobs. |
| Access Delete Jobs | With this access, a user can 'Delete' any Service Jobs (Guest Request, Internal). Only Senior Managers should be allowed to 'Delete' service jobs. |
| Access Location Details | With this access, users can see the details and status of any given job, including Not Started, In Progress, and On Hold. They can also see the job status 'Done' for any jobs completed on the same day. |
| Access My Jobs | Grants users the ability to view the status of the jobs only assigned to them. This is a very limited access and should be giving to roles such as: Room Attendants, Housemans, Runners, Maintenance Officers, etc |
| Access Reopen Jobs | With this access, a user can 'Reopen' any Service Jobs (Guest Request, Internal). Only Senior Managers should be allowed to 'Reopen' service jobs. |
| Access Room List | This provides users with access to view room information such as the room number, room type, and occupancy status. All Managers should have access to this function, and some front-line staff such as Engineers, HK Supervisors, Guest Service, and Housemen. We do not recommend adding this function to the public area, room attendants, etc. |
| Allow Auto-Assignment | Users with this access can select the 'Auto-Assignment' function when adding a Service Job. Please note the auto-assignment will assign the Service jobs for any department, role with a user with a published schedule. |
| Allow Creation of Job Items On Add/Edit Jobs | Allow the user to create Job Items from the Add Job function in Optii. We recommend that this is access is limited to the property Optii Champion and the GM or Senior Operational Leader. |
| Allow the Management of Repeating Jobs | With this access, users can schedule jobs with different frequencies, for example daily jobs for housekeeping, weekly jobs for maintenance, monthly jobs for a manager, yearly jobs for supervisors, etc. This permission should be given to Head of Departments or Senior Managers who need to schedule automated repetive jobs for their teams in a particular frequent basis (Daily, Weekly, Monthly, Quarterly, Yearly) |
| Reports | |
| Access Above Property Report | Allowes the user to analyze the performance for an entire portfolio, in one report for all the preventative maintenance metrics. |
| Access Activity Log Report | This report would allow management to see the business events transactions in Optii and the PMS. This report can be helpful following up on a complaint or just understanding the journey of the events from PMS to Housekeeping or Viceversa. This report should only be granted to General Manager, Hotel Manager, Room Division Manager, and Director of Housekeeping |
| Access Checklist Export | With these permissions, users can read and analyse the checklists' performance from overall task completion metrics to deep dive into a specific checklist on a specific date. |
| Access Daily Sheet Export | Users with access to this report would be able to read and have a clear overview of the room attendants' timeline view and job statuses for the day at any given time. This can easily be saved as a PDF and serves as optimal backup for offline access when needed. |
| Access Housekeeping History Report | Provides users with a comprehensive overview of cleaning and inspection activities, team member performance for Housekeeping jobs, and cleaning exception statuses within a specified date range. By using filters, users can refine their search and identify trends in the data. |
| Access Job Activity Report | Through using filters and KPI's the Job Activity Report allows the user to analyse job response times, duration and trends in order to ensure quality standards are met. |
| Access Job Asset Export | Allowes the user to analyse the hotels asset performance, service frequency and maintenance needs. This will assist in avoiding unexpected costs and keep up to date with asset life cycles. |
| Access Job Export | Provides user with comprehensive data relating to all jobs to monitor overall performance and trends efficiently. |
| Access PM Progress Report | Allowes the user to analyze and compare the performance and progress of all groups and properties through Optii’s Preventative Maintenance / Projects |
| Access Project Cycle Summary Report | Allowes user to analyse project cycles, durations, performance and trends in order to ensure standards are met. |
| Access Team Member Activity Report | Allowes user to analyse the team performance as well as individual performance. KPI's such as average response time, duration, wait time and on hold. |
| Settings | |
| Access Assets | This controls access to information about assets registered within the facility (e.g., equipment, furniture, electrical appliances). Users with this access might be able to view asset details, track maintenance, and manage projects. Access to this function should be limited to General Manager or Senior Operations Manager as well as any Corporate Master Optii Champion. |
| Access Checklist | This relates to access to checklists used for various purposes, such as room attendant or supervisor inspections, safety inspections, maintenance routines, or quality control. Users might be able to create, edit, and view checklists, as well as assign them to different areas or personnel. |
| Access Departments | This controls access to information about departments or divisions within the hotel in Optii. Users can add, edit and delete departments with this function. Access to this function should be limited to General Manager or Senior Operations Manager as well as any Corporate Master Optii Champion. |
| Access Employment Types | This likely relates to access to information about different employment types within the organization (e.g., full-time, part-time, contractor). Users might be able to manage employment type definitions and assign them to employees.Access to this function should be limited to General Manager or Senior Operations Manager as well as any Corporate Master Optii Champion. |
| Access Floor Plan | This controls access to floor plans or building layouts within Optii. Users can view floor plans, room types, assets, etc and they can also add new locations, room types, rooms, etc within Optii. Access to this function should be limited to General Manager or Senior Operations Manager as well as any Corporate Master Optii Champion. |
| Access Job Items | With this permissions users can access to a library of jobs or job items within Optii. Users can add, edit, and manage a database of jobs for use in scheduling guest or internal request in Optii. Users with this access can also pre-define how they want the jobs to be auto-assigned for the respective department and roles. Access to this function should be limited to General Manager or Senior Operations Manager as well as any Corporate Master Optii Champion. |
| Access Job Settings | This function allows your users to edit your guest and internal responses times for quick jobs assignments. Access to this function should be limited to General Manager or Senior Operations Manager as well as any Corporate Master Optii Champion. |
| Access Notifications | This controls access to system notifications and escalations. Users can configure notification preferences, for alerts when jobs are created or escalations when jobs are not completed within the due time based on different criterias and parameters. Access to this function should be limited to General Manager or Senior Operations Manager as well as any Corporate Master Optii Champion. |
| Access Organizations | This access controls access to information about different organizations. ONLY Optii Administrator should have access to this function. |
| Access Roles | With this control users can access the roles and control the permissions within the Optii system. Users with this access can create new roles, assign permissions to roles, and edit permissions. Access to this function should be limited to General Manager or Senior Operations Manager as well as any Corporate Master Optii Champion. |
| Access Tags | This would allow you to create tags via "Tags Management" or on the go. Tags or labels can be helpful to label a particular job with a specific information such as Late Checkout, or Wedding Group for example. We recommend providiving this Tag access to only the General Manager, Hotel Manager or Room Division Manager. Other Head of Departments should not have access to this and best practices would mean if the need to add a new Tag to consult with senior management if this would be part of the brand standard or operating process. |
| Access Users and Invites | This controls access to user accounts and invitations. Users can create new user accounts, manage user profiles, and send invitations to new users. Access to this function should be limited to General Manager Senior Operations Manager, Head of Departments as well as any Corporate Master Optii Champion. |
| View Personal Information (PII) | This specifically grants access to view personal information of other users within the system. This level of access should be carefully controlled and only granted to authorized personnel. |
| Projects — only applicable if your property has subscribed to this product | |
| Access Projects | With this access users can view and manage projects within the Optii software. Users with this permission might be able to view project details, such as names, descriptions, timelines, and associated jobs. This encompass a wider range of actions, such as creating new projects, editing existing ones, auto-assignment, tracking progress, and closing projects. |
Product Permissions
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