> 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/front-desk/access-levels-and-permissions.md).

# Access Levels and Permissions

What the Admin and Manager tick boxes actually do, who can log into which site, and exactly what each of your staff will see when they sign in.

Your receptionist needs to check people in. They probably don't need to see what you made last month, or be able to change your rates on Booking.com.

That's all this page is about. In Hostel Mate you control it with two tick boxes on each person's account: **Admin** and **Manager**. You'll find them on the [User Roles](/finance-management/user-management/user-roles.md) page.

{% hint style="info" %}
There's no list of job titles to pick from. Someone's access is simply which boxes you ticked — and leaving both empty is a perfectly good choice.
{% endhint %}

## The three levels

### Admin — the owner

This is you, basically. Admin is meant to be ticked **together with Manager**, and with both ticked you can get to everything, including the things you'd rather nobody else touched:

* Every page, in both the app and the finance site
* Adding and removing staff, and deciding what they can see
* Rates, the channel manager, the booking engine, cancellation policies
* Deleting payment records
* Choosing which payment methods your front desk can use

Keep this one for yourself and anyone you'd trust with the bank details.

{% hint style="warning" %}
Admin on its own, without Manager, doesn't open the finance site. If someone needs Admin, tick Manager too.
{% endhint %}

### Manager — runs the place day to day

Your duty manager or assistant manager. They can see the money, change the prices, handle the channels, add staff, and get into the finance site.

What they can't do is delete payment records, delete staff, give anyone Admin, change the account's login email or billing details, or choose which payment methods your front desk can use. Those stay with the Admin.

### Front desk — leave both boxes empty

This is your reception team, and it's the right answer for most staff.

They can do the actual job — take bookings, check guests in and out, look after guest details — without pricing, reports or your channel settings in their menu.

## What's in each person's menu

In the app at [app.hostelmate.co](https://app.hostelmate.co):

| Menu item                                    | Admin | Manager |        Front desk       |
| -------------------------------------------- | :---: | :-----: | :---------------------: |
| Dashboard (front desk see it as **Home**)    |   ✅   |    ✅    |            ✅            |
| Calendar (front desk see it as **Bookings**) |   ✅   |    ✅    |            ✅            |
| Guests                                       |   ✅   |    ✅    |            ✅            |
| Chat                                         |   ✅   |    ✅    |            ✅            |
| Current Cash, their own shift                |   ❌   |    ❌    |            ✅            |
| Current Cash, the whole property             |   ✅   |    ✅    |            ❌            |
| Report                                       |   ✅   |    ✅    |            ❌            |
| Pricing                                      |   ✅   |    ✅    |            ❌            |
| Channel Manager                              |   ✅   |    ✅    |            ❌            |
| Booking Engine                               |   ✅   |    ✅    |            ❌            |
| Pending Payments                             |   ✅   |    ✅    |            ❌            |
| Expenses                                     |   ✅   |    ✅    |            ❌            |
| Logs                                         |   ✅   |    ✅    |            ❌            |
| V-Cards                                      |   ✅   |    ✅    |            ❌            |
| Apps                                         |   ✅   |    ✅    |            ❌            |
| Take a payment on any method                 |   ✅   |    ✅    | Only the ones you allow |

The Admin column assumes Manager is ticked too. Chat, V-Cards and Apps aren't part of the Lite plan.

Everyone also sees a **Finance** link, but only people with Manager (or the [read-only option](#one-setting-that-isnt-on-the-page)) can log in there. See [Which site do they log into?](#which-site-do-they-log-into) below.

{% hint style="warning" %}
Worth knowing: a front desk user can still **make and change bookings**. Right now there's no "calendar, read only" setting. If that's what you're after, [tell us](/contact-support.md) — you won't be the first to ask.
{% endhint %}

## Which payment methods can they use?

Admins and Managers can take a payment on any method that has **Booking Access** switched on in [Manage Accounts](/finance-management/finance-hub/edit.md).

Front desk staff get less, on purpose. When they take a payment they can pick their own cash (it shows under their name) and POS. That keeps the money in Cash, Online and Bank in your hands.

If you want reception to use another method, such as a card terminal or a bank app you've added, switch on **Front desk** next to it in Manage Accounts. Only an Admin can do that.

## Which site do they log into?

Two different addresses, and people mix them up constantly.

**The app** — [app.hostelmate.co](https://app.hostelmate.co). Everyone goes here. It's the same address for all your staff; they just see more or less of the menu depending on their boxes.

**The finance site** — [finance.hostelmate.co](https://finance.hostelmate.co). This one needs **Manager** (or the read-only option further down). If a front desk person tries it, they'll be told *"You don't have access to the finance portal."* Nothing's broken — that's it doing its job. Point them back to the app.

{% hint style="danger" %}
Careful with this one: ticking **Admin** on its own, without Manager, won't get someone into the finance site. If they need both, tick both.
{% endhint %}

## Which properties?

The tick boxes decide what someone can do. Which of your properties they can do it to is a separate setting, and it's on the same [User Roles](/finance-management/user-management/user-roles.md) page. Handy if your Lisbon night manager has no business seeing the Berlin numbers.

## A few habits worth having

* Give people the least they need. Most reception staff never need Manager.
* Have a look at your user list whenever someone joins or leaves.
* When somebody leaves, switch their **Status** off instead of deleting them. Their history stays where it is, and their login stops working.
* If something odd happens to a booking, the [Logs page](/front-desk/other-pages.md) will tell you who did it and when.

## One setting that isn't on the page

There's also a **read-only finance** option, for accountants and silent partners who need to see the numbers. When someone with it logs into the app, they're sent straight to the finance site instead. They can get into the finance site even without Manager.

It isn't one of the two tick boxes, so [get in touch](/contact-support.md) if you'd like it on someone's account.