> For the complete documentation index, see [llms.txt](https://docs.hostelmate.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.hostelmate.co/finance-management/user-management/user-roles.md).

# User Roles

{% hint style="info" %}
Whether you're running a single boutique hostel or a multi-city portfolio, you need tight control over who can see your financial data and modify your settings. The User Roles page is your control center for staff access.
{% endhint %}

*(Note: Advanced permission management is only available on the Advanced Subscription Plan.)*

## Managing Your Team

The main table provides a clear overview of everyone who has access to your system.

### Adding a New User

Hit **Add User**, put in their name and email, and decide which of the two tick boxes they need. For most reception staff the answer is neither — leave them both empty and they'll get a normal front desk account.

Not sure which to tick? [Access Levels and Permissions](/front-desk/access-levels-and-permissions.md) spells out what each one opens up.

### Getting them logged in for the first time

You don't set their password. They do.

The moment you save, we email them a **Set Your Password** link. They click it, pick a password, and that's them in. If the email never turns up — spam folder, typo in the address, who knows — they can grab a fresh link any time from **Forgot password?** on the login screen.

{% hint style="warning" %}
Here's the one that catches everybody out: they log in with their **email address**, not the Username you typed. Username is only a label for your own list. Even if it looks like an email, it won't get anyone in.
{% endhint %}

{% hint style="info" %}
Capitals don't matter anywhere. `Tia@Example.com` and `tia@example.com` are the same account, whether you're typing it here or they're typing it at login.
{% endhint %}

Last thing: send front desk staff to [app.hostelmate.co](https://app.hostelmate.co). If you left both boxes empty, the finance site will turn them away, and that's meant to happen.

### Toggling Status & Permissions

{% hint style="success" %}
You don't need to navigate to a new page to update someone's access. The table is fully interactive!
{% endhint %}

* Use the **Admin** or **Manager** checkboxes to instantly elevate or restrict a user's permissions.
* Use the **Status** badge to instantly disable a user's account if they leave the company—without deleting their historical data.
* Click the red trash can icon to permanently delete a user.

## Assigning Property Access

If you manage multiple properties under one master account, you probably don't want the night auditor in London seeing the financial reports for your Berlin location.

Hostel Mate allows you to securely silo your users:

1. Find the user in the table and **click on their Username** (it acts as a blue link).
2. A dialog box will appear listing all the properties in your portfolio.
3. Simply check the boxes next to the properties that this specific user should be allowed to access and manage.
4. Click **Save Changes**, and the user will instantly be restricted to only those selected properties when they log in.