Give Each Staff Member Their Own Login

The usual problem at a lot of properties isn’t a security breach. It’s simpler than that: one dashboard login, shared by everyone who needs to touch guest WiFi at all. The front-desk person who just needs to check who’s connected uses the same account as whoever set up the backup internet settings. It works, until someone changes a setting they didn’t mean to, or someone leaves and nobody’s sure what else that one login could still do.

Staff Access means each person gets their own account, limited to exactly what their job actually needs, not the whole dashboard, not nothing, just the right slice.

A role is a real set of permissions, not just a label

Staff Access separates two things that are easy to mix up: the role itself, which decides what someone can actually see and change, and the person who’s given that role. A role isn’t a vague “admin vs. staff” switch: you pick exactly which parts of the dashboard a role can touch, and every staff member given that role gets exactly that.

The roles you’d expect show up as real examples in the product: a Front Desk role that can see guests, vouchers, devices, alerts, and reports, everything someone checking guests in and helping with a login needs, nothing about the network itself. A Technician role that can see and change the deeper network settings: the actual infrastructure controls, kept away from anyone whose job is the front desk, not the router. A Marketing role that can see offers, the login page design, and reports. Someone running login-screen promotions doesn’t need, and doesn’t get, a way to touch Access Rules or backup internet settings.

There’s also a safe default: a view-only role, locked so it can’t be renamed or changed, limited to just the Dashboard and basic settings. It exists specifically as a safe starting point: a new hire starts there before anyone’s decided what they actually need, instead of accidentally getting full access from day one.

Roles can be limited to one location, not your whole account

A role isn’t just a set of permissions; it also has a scope: your whole account, or just one location. A location-limited role can only be given to staff working at that specific location. That matters for anyone running more than one property, because “Front Desk” at one hotel and “Front Desk” at another shouldn’t automatically mean the same person can see both. A staff member is assigned to specific locations separately from their role, so someone hired to check members in at one site doesn’t also get access to a property across town they’ve never set foot in.

Hiding guest phone numbers is a separate switch, not part of the role

One thing that’s easy to assume is part of a role but isn’t: hiding guest contact details. Whether a specific staff member can see a guest’s actual phone number or email, instead of the hidden version everyone else sees by default, is its own separate switch on that person’s account, independent of their role. That’s on purpose: a role decides which parts of the dashboard someone can reach, and this separate switch decides whether the personal details inside those parts are visible to them specifically. A Front Desk hire with report access doesn’t automatically get to see real guest phone numbers just because reports happen to be part of their role.

What actually changes once this is set up

The real-world effect isn’t abstract. When someone leaves, you turn off their account and their access goes with it: no shared password to change, no guessing what else they could still reach. When someone’s job changes, you just give them a different role instead of rebuilding their access from scratch. And when something changes in Access Rules or backup internet settings that shouldn’t have, the question “who could have done this” has a short, real answer, because the only people who could touch it were the ones whose role actually allowed it, not everyone who happened to know the password.

That’s the whole point of giving each staff member their own access: not a box to tick, just a dashboard where the people who need to see who’s connected can, the people who need to touch the network can, and those two groups don’t have to be the same set of logins by default.