Overview

Your property’s user list controls who has access to Vesta for your hotel and what they can do. Every staff member — from the general manager to a part-time receptionist — needs to be added as a user and assigned a role that matches their responsibilities.

Vesta uses a role-based access model. Instead of configuring permissions for each person individually, you assign them a role (like “Manager” or “Receptionist”), and the role determines what they can see and do. This makes it easy to onboard new staff: invite them, pick a role, and they are ready to work.

Viewing Your Team

1. Navigate to Settings > Users from the sidebar
2. You will see a list of all users who have access to your property, showing their name, email, and assigned role

:::info This list shows users for your current property only. A person who works at multiple properties will appear separately in each property’s user list, potentially with different roles. :::

Inviting a New User

1. Click Invite User
2. Enter the person’s email address
3. Select a role for this property — choose from the system roles (Owner, Manager, Receptionist) or any custom roles you have created
4. Click Send Invite

What happens next depends on whether the person already has a Vesta account:

• Existing account — they gain immediate access to your property. The next time they log in (or switch properties), your property will appear in their property list.
• New to Vesta — they receive an invitation email with a link to create their account. Once they register, they automatically have access to your property with the role you assigned.

:::tip Before a new employee’s first day, send their invite so they can create their account in advance. This way they can start working in Vesta immediately without waiting for setup. :::

Changing a User’s Role

As staff responsibilities change — a receptionist promoted to manager, or a seasonal worker moving to a different position — you can update their role:

1. Find the user in the list
2. Click the edit icon next to their name
3. Select the new role from the dropdown
4. Click Save

The change takes effect immediately. The next time they load a page in Vesta, their new permissions apply.

:::warning Downgrading someone’s role (e.g., Manager to Receptionist) immediately removes their access to features they previously had. Make sure the person knows about the change, especially if they are currently logged in. :::

Removing a User

When a staff member leaves or no longer needs access to your property:

1. Find the user in the list
2. Click the delete icon next to their name
3. Confirm the removal

Important: Removing a user from your property does not delete their Vesta account. It only revokes their access to this specific property. If they belong to other properties, those remain unaffected. Their historical actions (bookings they created, payments they recorded) are preserved in the system logs.

Multi-Property Staff

Vesta supports staff who work across multiple properties — for example, a revenue manager who oversees three hotels, or an owner who manages several locations.

• A single Vesta account can be linked to multiple properties
• Each property assigns its own role independently (someone could be a Manager at one property and an Owner at another)
• The user switches between properties using the property selector in the navigation bar

:::info When inviting someone who already works at one of your other properties, use the same email address. Vesta links the invitation to their existing account, so they do not need to create a new one. :::

Practical Tips

• Assign the least privilege needed. Start new staff with a Receptionist role and upgrade as they gain experience. It is easier to add permissions than to recover from an accidental data change.
• Review your user list regularly. At least once a quarter, check for users who have left or changed roles. Remove or update access promptly.
• Use descriptive custom roles. If your property has specialized positions (like a Night Auditor or F&B Manager), create custom roles with the exact permissions they need rather than giving everyone a broad role.

Related Articles

• Managing Roles and Permissions — create custom roles and understand the permission system
• Property Settings — general property configuration
• Logging In — how users access their Vesta account
• Navigating the Dashboard — getting oriented after login

:::permissions

• property:users — required to view the user list, invite new users, change roles, and remove users :::