Planniac helps you manage Planniac users and other employees.
Begin by logging in to Admin Settings
You'll find this on the far top right of Planniac. Only authorized Admin-level users will see the option to open Admin Settings.
Find the Manage Team link on the left side of the page
Here you can add, review, and edit the people in your organization.
Add a team member
Click the "+ Add New Team Member" button on the top right. It will open a form for completing the information.
Required information
The only information that is required is:
Name
Email address (this needs to be unique, however some Planniac clients use a dummy address at their own domain such as sara.sweeper@myhotel.com, even if that email address is not actually in use)
A mobile phone number is highly recommended. This can help Front Desk or other staff contact people quickly. Use your country code (ie +1 in US and Canada) so it can be easily recognized for messaging apps.
The full Team Member profile looks like this:
Allowed access
Use the toggle switch to mark which features should be assigned to this team member.
"Active Team Member" is the overall setting for whether a person is still on board.
"Is Employee" lets you distinguish between employees and others on the team (such as contract reservations agents, or in-house tour operator staff who are not technically employees but use Planniac on your behalf)
"Planniac User" means a person who may log in and use the system, even in a limited way
"Mobile Access Enabled" allows the Planniac User to use Planniac Mobile.
"Can be assigned tasks" puts the person on the list of people who can be selected as an assignee
"User is a resource" needs to be on if you want a Tour or Spa employee to be able to be selected as a sub-resource from a list
Role(s)
This is where you define the tools that someone may use. When you open the dropdown list, you will see all the possible Planniac roles, with the highest access on the top and the lowest access on the bottom of the list.
Select from the dropdown list. You can select more than one role. The team member will be given Planniac access according to the highest role that was selected.
All the roles you have selected for that person will appear in the box.
Permissions for each role
This is what each of the roles you select will be able to access:
All Access - the highest level of admin, including Settings
Reservations - Includes all Front Desk, Resources and the Quotations module
Front Desk + Resources - Allows the user to add/edit your suppliers and what they offer. This is the setting recommended for your most advanced/trusted Front Desk team.
Front Desk - This is for a standard Front Desk user who can schedule activities and tasks, view and edit guest information, and see reports
View Only - This setting would be for a user who does not need to add or edit any guest arrangements but who would use Planniac in a read-only mode. Perhaps a security guard or restaurant manager would fall in to this category, or a brand new front desk person who needs a little training before getting started with Planniac.
Housekeeper - Someone with the Housekeeper role can be assigned tasks. They will only be able to view the housekeeping app if mobile access is enabled (above). You will be given the option to add them to Cloudbeds. Remember that a Cloudbeds housekeeper name must exactly match the Planniac housekeeper name.
Maintenance - Someone with the Maintenance role can be assigned tasks. They will only be able to view maintenance on the app if mobile access is enabled (above).
Kitchen - Someone with Kitchen access can only view the Kitchen report and be assigned tasks
FOH Restaurant - This is for your in-house restaurant Front-of-House, such as hosts, servers & supervisors, so that they can see a real-time restaurant report. They can also be assigned tasks
Security - Read-only information relevant to security. They can also be assigned tasks.
Driver - A driver can view assignments and be assigned tasks (be sure to enable Mobile Access)
Guide - A guide can view tour assignments and be assigned tasks (be sure to enable Mobile Access)
Spa - A spa team member can be selected as a sub-resource for a Spa activity (mobile access to view assignments is under development)
If you don't select a role, the team member will not have access to Planniac.
A user will have access according to the highest role you select. If someone is both Front Desk and Housekeeping, they will be able to see everything Front Desk can see and they will also appear as a Housekeeper.
Department
This is just a text field so that you can easily sort your staff by department or another designation on the Team Members screen. The Department field does not assign a role, so be sure to do that as well.
Other information
Record any other information you like using the date fields, Social Security / ID field, and notes.
You can use the Notes field for anything related to their employment, including information you'd like to keep a record of like verbal warnings, or just fun facts.
More tools
If a user has trouble remembering passwords, you can set a temporary one for them. However, you will never be able to view that password again.
You can also permanently delete the user.
