User roles and access Rrghts in Flexkeeping

Overview

Flexkeeping offers flexible access levels tailored to every department and role within your property.
Each user is assigned to a User Group, which defines what they can view, edit, and manage inside the platform.

There are three main access levels:

1. Management
   
   

2. Middle management
   
   

3. Operations
   
   

Each access level is designed to match the responsibilities of different roles within your property — from strategic decision-making to daily operational tasks.

1. Management

Typical roles

• Director / Assistant Director
  
  

• Owner
  
  

• Finance Department
  
  

• IT Department
  
  

• Project Owner
  
  

User group

• Management
  
  

Access level description

The Management user group has full access to everything in the Flexkeeping platform.
 They can:

• Add and manage users, assignment codes, and add-on items
  
  

• Adjust basic system settings
  
  

• Access full analytics and reporting
  
  

• View all data and activities within the property
  
  

While they have complete oversight of the app, they are not notified about every minor detail or update.

Permissions overview

Administration

• ✔ Can manage assignment codes
  
  

• ✔ Can manage assignment code categories
  
  

• ✔ Can manage add-on items
  
  

• ✔ Can manage users
  
  

• ✔ Can manage spaces, sectors, and space types
  
  

• ✔ Can manage credits
  
  

• ✔ Can manage linen change rules
  
  

Housekeeping

• ✔ Can allocate rooms
  
  

• ✔ Sees all rooms
  
  

• ✖ Cannot have rooms assigned
  
  

• ✖ Does not require extra inspection of cleanliness on departure rooms
  
  

• ✔ Can report cleaning flaws
  
  

• ✔ Can see all cleaning flaws
  
  

• ✔ Can add minibar/linen/amenities consumption
  
  

• ✖ Cleaning time not tracked
  
  

• ✔ Can see cleaning time reports
  
  

Assignment Management

• ✔ Can add and complete tasks
  
  

• ✔ Can see all tasks
  
  

• ✔ Can report and see all repairs
  
  

• ✔ Can complete repairs
  
  

• ✖ Not default responsible for tasks, repairs, or cleaning flaws
  
  

Other Modules

• ✔ Has access to checklists
  
  

• ✔ Can add/edit checklists
  
  

• ✔ Has access to Lost & Found and can add/edit items
  
  

• ✔ Has access to SOPs and can add/edit documents
  
  

2. Middle management

Typical Roles

• Housekeeping Manager
  
  

• Head of Maintenance
  
  

• Front Office Manager
  
  

• Heads of Departments
  
  

• Operations Manager
  
  

User groups

• Housekeeping Manager
  
  

• Head of Maintenance
  
  

• Front Office Manager
  
  

• Heads of Departments
  
  

Access level description

Middle Management users have partial administrative rights.
 They can:

• Add new users, assignment codes, and add-on items
  
  

• Access full analytics
  
  

• Manage departmental settings and substitute for other Heads of Departments (HODs)
  
  

However, they cannot manage property spaces or modify core system configurations.

They are notified only about activities relevant to their department.

Permissions overview

Administration

Housekeeping

Assignment management

Other Modules

3. Operations

Typical roles

• Housekeepers
  
  

• Housekeepers on Duty
  
  

• Housekeeping Supervisors
  
  

• Maintenance Technicians
  
  

• Receptionists
  
  

• F&B Personnel
  
  

• Services Personnel
  
  

Access level description

Operations-level users have access to everything required for their day-to-day tasks.
They can view assignments, complete tasks, report issues, and use all tools essential for operational efficiency.

They don’t have administrative rights and have limited analytics access — only to reports related to their daily work.
They are notified about updates relevant to their role.

Permissions overview

Administration

No administrative rights are granted for this group.

Housekeeping

Assignment management

Other modules

Reception, F&B, and Services personnel

Summary

Need help?

For any questions regarding user access configuration or permission adjustments, contact our Support Team at support@flexkeeping.com or your Onboarding Manager.

We’ll be happy to assist you with the correct setup for your team.