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Portal-Add Team Members to an organisation

How to Add a team member to an Organization

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Written by QA
Updated this week

Introduction

If you manage multiple hotels, you can set up your account as an organisation, allowing you to assign multiple users to different properties simultaneously. This article will guide you through the process.

If you only have one property, you can add new Team Members by following the steps described here.

Invite New Team Members

Edit Permissions/ Assigned Properties

Remove a Team Member

1. Invite new Team Members

You can invite users to join your team in a few simple steps. Here’s how to send an invitation:

Steps:

  1. Log in to your Portal account.

  2. Navigate to the Settings section on the top bar, followed by Organisation (on the left) and then Teams.

  3. Click Add Team Member.

  4. Enter the user's email address (You can add multiple email addresses at once).

  5. Enable/Disable the toggle Organization Owner (if you disable this option, it will prompt you to the next steps)

  6. Assign the role you want the user to have (e.g., General Manager, Team, Housekeeping, Installer) and select the property.

  7. Click Invite.

Notes: ◦ The user will receive an invitation email with a link to set up their account. ◦ Make sure the email address is correct, as it cannot be edited once the invitation is sent.

FAQs

What happens if a user doesn’t accept the invitation? The user will remain as “not active”. You’ll need to remove the user and add it again.

Can I change a user’s email address after inviting them? No, once an invitation is sent, the email cannot be changed. You’ll need to cancel the invitation and send a new one to the correct email address.

Notes:

  • The user will receive an invitation email with a link to set up their account.

  • Make sure the email address is correct, as it cannot be edited once the invitation is sent.

3. Edit Permissions/Assigned properties

To modify an existing member's role or property:

  1. Find the member you want to edit in the organisation list.

  2. Click on the pencil icon next to their name.

  3. Change roles and assigned properties.

  4. Click Save.

Roles overview:

Owner:

  • Full access to all parts of the Portal.

  • Can manage the roles of all team members, including the Owner role.

General Manager:

  • Full access to all parts of the Portal.

  • Can manage team members’ roles, except for the Owner role.

Team:

  • Can view all tabs but cannot modify or edit Spaces, Device Settings, Portal Settings, or connected apps.

  • Can create and edit keys but cannot manage roles or edit other users’ keys.

  • Can view other team members’ keys but cannot modify roles.

Housekeeping:

  • No access to the Portal dashboard.

  • Can only unlock their assigned keys via the Portal app.

Installer:

  • Limited access to devices.

  • Can add or remove devices, Gokiair, and key cards.

4. Remove a Team Member

If a user no longer needs access to your account, you can easily remove them.

  1. Find the user you want to remove.

  2. Click on the Trash Icon next to their name.

  3. Confirm the Removal by typing "remove" in the confirmation field, as prompted.

  4. Click Remove.

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