Team, roles and security
Invite your staff, decide what each role can see and do, and protect your account with two-factor authentication and automatic logout.
Give every person who uses Roomsy their own login. Then the booking History shows who changed what, the employee reports are accurate, and you can remove someone’s access without changing anyone else’s password.
Invite a team member
- Open Settings → Company → Team and click Add Team Member
- Enter their first name, last name and email, then click Add MemberWe email them an activation link to set their own password.
- Choose their role in the Role columnThe role decides which pages and actions they can reach. See below.
The Team list also shows each person’s 2FA status and whether their account is Active. Click Remove to revoke someone’s access. Their past actions stay in the history.
Roles and permissions
Open Settings → Company → Roles. Click + Add Role to create a role, then select it to tick the permissions it has. Typical setups:
| Role | Usually allowed |
|---|---|
| Owner | Everything, including billing, settings, integrations and the team. |
| Manager | All front-desk work, rates and reports. Often settings, but not billing. |
| Front desk / Employee | Bookings, guests, check-in/out, invoices and payments. No settings or rates. |
| Housekeeper | Room status and housekeeping only. |
Two-factor authentication (2FA)
Two-factor authentication asks for a 6-digit code from an authenticator app (Google Authenticator, Microsoft Authenticator, 1Password, Authy…) after the password. A stolen password alone is then no longer enough to get into your property. We strongly recommend it for everyone with access to payments or settings.
- Under Your 2FA Status, click Set up nowScan the QR code with your authenticator app and enter the code it shows to confirm.
- Optional: tick “Require users to set up 2-factor authentication”Team members without 2FA are asked to set it up the next time they sign in. Set up your own 2FA first, so someone can always sign in and change this setting.
- Click Save Changes
Automatic logout and sign-in history
- Log out user after inactivity signs people out after a period with no activity. Turn it on for shared front-desk computers.
- Recent Sign-ins lists the last 50 sign-in attempts by your team, successful or not, in your property’s time zone. Check it if you suspect someone else has used a login.
Your own account
Click your name in the top-right corner and choose My Account to change your name, email, password and language, see the properties you have access to, and manage your subscription (owners only).
Common questions
Should front desk staff share one login?
No. Give everyone their own login. The booking History then shows who changed what, the employee reports are accurate, and you can remove one person’s access without changing anyone else’s password.
How do I give a housekeeper limited access?
Give them a Housekeeper role in Settings → Company → Team, with only the room status and housekeeping permissions ticked in Roles. They can then update rooms from a phone without seeing bookings or payments.
What if a team member loses the phone with their authenticator app?
An owner can reset their 2FA from their row in Settings → Company → Team. They set it up again at their next sign-in.
How do I remove a former employee’s access?
Click Remove on their row in Settings → Company → Team. Their access is revoked, and their past actions stay in the history.
Still stuck?
Our support team answers every message. Inside Roomsy, open Help → Support Request, or email us.