Optii user permissions guide

General overview of the Product Permission

Understanding Optii Permissions: Who Can Do What?

Optii uses permissions to control what different team members can see and do within the system. This ensures everyone has the right tools for their job without getting overwhelmed or having access to things they don't need.

Let's break down the permissions by product:

💬 Optii Chat 

• See All Team Members: This lets users see everyone active in Optii, no matter their department. Who gets it? General Managers, Senior Head of Operations, and anyone else who needs to see users across all departments
  
• Access Chat: Users can use Optii's chat feature. This includes the main "All Team Members" chat, channels for their own department, and private direct messages with other users.
  
• Access Chat Assist: This permission lets users use Optii's AI to quickly assign jobs to their teammates in chat.
  
• Access Dynamic Groups: Users can create and manage chat groups that automatically update based on certain conditions (like who's on shift). This keeps communication flowing smoothly! Who gets it? General Managers, Senior Operations Managers, and Heads of Departments.
  

🧹 Optii Housekeeping 

• Add/Edit Housekeeping Jobs: Users can create new housekeeping jobs or change existing ones
• Cancel Housekeeping Jobs: Users can cancel any type of housekeeping job (Departure, Stayover, Turndown, etc.). Who gets it? Only Senior Managers.
• Delete Housekeeping Jobs: Users can permanently remove any housekeeping job. Who gets it? Only Senior Managers.
• Reopen Housekeeping Jobs: Users can re-open any closed housekeeping job.
  Who gets it? Only Senior Managers.
• View Housekeeping Jobs: This is the basic view. Users can only see existing housekeeping jobs, who they're assigned to, and their current status (like "completed" or "in progress").

🗓️ Optii: Schedule 

• Access Schedule: Department Heads can view, change, and publish their team's schedules in Optii. Who gets it? Managers or Supervisors who are responsible for staff scheduling. 
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🛎️ Optii: Service Delivery 

• Access All Jobs by Status: Users can see the status of all jobs within the departments they have access to (e.g., if they have access to Housekeeping and Maintenance, they see all those jobs). This is a broad view. 
  
• Access All Jobs by Timeline: Users can view and edit the Housekeeping Timeline, which is a detailed view of jobs over time. Who gets it? General Manager, Hotel Manager, Rooms Division Manager, Director of Housekeeping, and Senior Managers in Housekeeping who handle room assignments and staff.
  
  
• Access Cancel Jobs: Users can cancel any service job (Guest Request, Internal).
  Who gets it? Only Senior Managers.
• Access Delete Jobs: Users can permanently remove any service job. Who gets it? Only Senior Managers.
• Access Location Details: Users can see the details and status (Not Started, In Progress, On Hold, Done for today) of any jobs.
  
  
• Access My Jobs: Users can only see the status of jobs specifically assigned to them. This is a very limited view. Who gets it? Roles like Room Attendants, Housemen, Runners, Maintenance Officers, etc.
• Access Reopen Jobs: Users can re-open any closed service job. Who gets it? Only Senior Managers.
• Access Room List: Users can see room numbers, types, and occupancy status. Who gets it? All Managers, and some front-line staff like Engineers, HK Supervisors, Guest Service, and Housemen. (Not recommended for public area staff or regular room attendants).
  
• Allow Auto-Assignment: Users can use the "Auto-Assignment" feature when creating a service job. This feature automatically assigns jobs to departments/roles with published schedules.
  
  
• Allow Creation of Job Items On Add/Edit Jobs: Users can create new "Job Items" directly when adding a job in Optii. Who gets it? We recommend limiting this to the property's Optii Champion, GM, or Senior Operational Leader.
  
  
  
• Allow the Management of Repeating Jobs: Users can set up jobs to repeat on a schedule (daily, weekly, monthly, yearly). Who gets it? Heads of Departments or Senior Managers who need to schedule recurring tasks for their teams.
  

📊 Optii Reports (if subscribed to Service or Housekeeping)

• Access Above Property Report: Users can analyze performance for an entire portfolio (multiple properties) in one report, especially for preventative maintenance.
• Access Activity Log Report: This report shows a detailed history of events and transactions in Optii and your Property Management System (PMS). It's great for tracking issues or understanding how things moved between systems. Who gets it? General Manager, Hotel Manager, Room Division Manager, and Director of Housekeeping.
• Access Checklist Export: Users can view and analyze checklist performance, from overall completion to specific checklists on specific dates.
• Access Daily Sheet Export: Users can get a clear overview of room attendants' timelines and job statuses for the day. This can be saved as a PDF for offline access.
• Access Housekeeping History Report: Provides a full overview of cleaning and inspection activities, team performance, and cleaning issues for housekeeping jobs within a chosen date range. You can use filters to find trends!
• Access Job Activity Report: Users can analyze job response times, duration, and trends using filters and KPIs (Key Performance Indicators) to make sure quality standards are met.
• Access Job Asset Export: Users can analyze how hotel assets are performing, how often they need service, and their maintenance needs. This helps avoid unexpected costs and track asset lifecycles.
• Access Job Export: Provides comprehensive data for all jobs, allowing users to monitor overall performance and trends efficiently.
• Access PM Progress Report: Users can analyze and compare the performance and progress of all groups and properties related to Preventative Maintenance/Projects.
• Access Project Cycle Summary Report: Users can analyze project cycles, durations, performance, and trends to ensure project standards are met.
• Access Team Member Activity Report: Users can analyze team performance, as well as individual performance, including KPIs like average response time, duration, wait time, and on-hold time.

⚙️ Optii Settings

• Access Assets: Users can see information about registered assets (like equipment or furniture). They might view details, track maintenance, and manage projects related to assets. Who gets it? General Manager, Senior Operations Manager, and any Corporate Master Optii Champion.
• Access Checklist (Settings): Users can create, edit, view, and assign checklists for inspections, routines, or quality control.
• Access Departments: Users can add, edit, and delete departments within Optii.
  Who gets it? General Manager, Senior Operations Manager, and any Corporate Master Optii Champion.
• Access Employment Types: Users can manage different employment types (full-time, part-time, contractor) and assign them to employees.
  Who gets it? General Manager, Senior Operations Manager, and any Corporate Master Optii Champion.
• Access Floor Plan: Users can view floor plans and building layouts, including room types and assets. They can also add new locations and rooms.
  Who gets it? General Manager, Senior Operations Manager, and any Corporate Master Optii Champion.
• Access Job Items: Users can access a library of jobs or job items. They can add, edit, and manage a database of jobs for scheduling and even pre-define how jobs are auto-assigned for specific departments/roles.
  Who gets it? General Manager, Senior Operations Manager, and any Corporate Master Optii Champion.
• Access Job Settings: Users can adjust response times for guest and internal jobs, helping with quick job assignments.
  Who gets it? General Manager, Senior Operations Manager, and any Corporate Master Optii Champion.
• Access Notifications: Users can set up notification preferences for job creation alerts and escalations when jobs aren't completed on time.
  Who gets it? General Manager, Senior Operations Manager, and any Corporate Master Optii Champion.
• Access Organizations: This access controls information about different organizations. Who gets it? ONLY Optii Administrators.
• Access Roles: Users can access and control permissions within Optii. They can create new roles, assign permissions, and edit existing ones. Who gets it? General Manager, Senior Operations Manager, and any Corporate Master Optii Champion.
• Access Tags: Users can create tags or labels to add specific information to jobs (e.g., "Late Checkout," "Wedding Group"). Who gets it? General Manager, Hotel Manager, or Room Division Manager. (Other Heads of Departments should consult with senior management before adding new tags).
• Access Users and Invites: Users can create new user accounts, manage profiles, and send invitations. Who gets it? General Manager, Senior Operations Manager, Head of Departments, and any Corporate Master Optii Champion.
• View Personal Information (PII): This specifically allows users to view personal information of other users in the system. This access is highly restricted. Who gets it? Only authorized personnel, with careful control.

🛠️ Optii Projects

• Access Projects: Users can view and manage projects within Optii. This includes seeing project details (names, descriptions, timelines, associated jobs) and performing actions like creating, editing, auto-assigning, tracking progress, and closing projects.

✨ Smart Operations (NEW PRODUCT!)

• Optii Agent: More information on this exciting new feature is coming soon!

🌐 Optii Above Property Control 

• Access App Configuration: This setting is for managing daily job automation for housekeeping and room status validation. Who gets it? Only your Optii Administrator.
• Access Checklist (Above Property): Users can create, edit, view, and assign checklists, often for standardizing processes across an entire portfolio or specific regions. Who gets it? Only Corporate Champions.
• Access Job Management: Users can create new user accounts, manage user profiles, and send invitations to new users. Who gets it? Limited to Corporate Champions or Corporate IT only.

📈 Optii Dashboard 

• Access Housekeeping Dashboard: Users can view all the metrics and data available in the Housekeeping Dashboard. Who gets it? General Managers, Assistant GMs, Directors, and certain Senior Managers with staff management responsibilities.
  
• Access Service Dashboard: Users can view all the metrics and data available in the Service Dashboard. Who gets it? General Managers, Assistant GMs, Directors, and certain Senior Managers with staff management responsibilities.