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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
| Product Permission | Brief Description | Users with this permission can: |
|---|---|---|
| Chat | ||
|
All Team Members |
Users can see all active users, regardless of department. Grant this access to General Managers, Senior Heads of Operations, and those who need to see other users outside of their respective departments. |
View all active users across 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 the Chat feature, including general channels, departmental channels, and direct messages. |
| Access Chat Assist | With Chat Assist, users can utilize Optii AI capabilities to efficiently assign jobs to their colleagues within the system. | Utilize Optii AI for job assignments. |
| 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. | Create and manage dynamic groups for chat discussions. |
| Housekeeping | ||
| Access Rooms View - All Access | This grants the user the highest level of access to the rooms functionality in Housekeeping. They can likely view all rooms within the facility, their status (e.g., occupied, vacant, dirty), and any relevant information associated with those rooms such as guest details. They may also have the ability to potentially reassign housekeeping jobs from the rooms function. | View all room information and potentially reassign housekeeping jobs. |
| Access Rooms View - Read Only | This provides limited access. Users with this level can only view room information. They cannot make any changes or modifications to job assignments. | View room information only. |
| Add/Edit Housekeeping Jobs | This level allows users to create new housekeeping jobs (e.g., departure, stayovers, touch-ups, corrections, inspections, check) and modify existing ones. They may be able to assign these jobs to specific staff members or teams. | Create and modify housekeeping jobs. |
| Delete Housekeeping Jobs | This level gives users the authority to remove housekeeping jobs from the system. Please make sure room attendants and junior, middle-entry supervisors do not have access to this function. | Delete 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) | View existing housekeeping jobs and their status. |
| Schedule | ||
| Access Schedule | Head of Departments can view, edit, and publish their schedules or rosters in Optii. This function should only be provided for Managers or Supervisors with Staff Scheduling responsibilities. | View, edit, and publish schedules. |
| 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 permission to see all Jobs so should be granted mostly to Head of Departments and Supervisors. | View the status of all jobs within assigned departments. |
| Access All Jobs by Timeline | View jobs by timeline. | |
| Access Location Details | With this access, users can see the details and status of any given job (Not Started, In Progress, On Hold). They can also see the job status 'Done' for any jobs completed on the same day. | View job details and status. |
| 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 given to roles such as: Room Attendants, Housemans, Runners, Maintenance Officers, etc. | View jobs assigned to the user. |
| 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. | Utilize the auto-assignment function for service jobs. |
| 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 access is limited to the property Optii Champion and the GM or Senior Operational Leader. | Create job items within the Add Job function. |
| 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 repetitive jobs for their teams in a particular frequent basis (Daily, Weekly, Monthly, Quarterly, Yearly) | Schedule jobs with different frequencies. |
| Reports | ||
| Access Above Property Report | Allows the user to analyze the performance for an entire portfolio, in one report for all the preventative maintenance metrics. | Analyze portfolio-level preventative maintenance performance. |
| Access Checklist Export | With these permissions, users can read and analyze the checklists' performance from overall task completion metrics to deep dive into a specific checklist on a specific date. | Read and analyze checklist performance. |
| 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. | View and export daily sheet reports. |
| 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 and analyze housekeeping history reports. |
| Access Job Activity Report | Through using filters and KPIs, the Job Activity Report allows the user to analyze job response times, duration, and trends to ensure quality standards are met. | Analyze job activity reports. |
| Access Job Asset Export | Allows the user to analyze 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. | Analyze job asset performance. |
| Access Job Export | Provides the user with comprehensive data relating to all jobs to monitor overall performance and trends efficiently. | Access and export job data. |
| Access PM Progress Report | Allows the user to analyze and compare the performance and progress of all groups and properties through Optii’s Preventative Maintenance / Projects. | Analyze preventative maintenance progress reports. |
| Access Project Cycle Summary Report | Allows the user to analyze project cycles, durations, performance, and trends to ensure standards are met. | Analyze project cycle summary reports. |
| Access Team Member Activity Report | Allows the user to analyze team performance as well as individual performance. KPIs such as average response time, duration, wait time, and on hold. | Analyze team member activity reports. |
| 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 the General Manager or Senior Operations Manager as well as any Corporate Master Optii Champion. | Access and manage asset information. |
| 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 and manage checklists. |
| 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 the General Manager or Senior Operations Manager as well as any Corporate Master Optii Champion. | Access and manage department information. |
| 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 |
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