Staff & User Management

Add team members, assign roles, control module-level permissions and manage HR records — all from a single staff management panel.

Plan note: The Starter plan supports up to 5 staff users. Pro supports 25. Enterprise has no limit. Role-based access control (RBAC) is available on all plans.

Built-in roles

BnBFlows ships with five predefined roles. Each role inherits cumulative permissions:

Role	Typical user	Key access
Super Admin	Account owner	Full access, billing, multi-property, API keys
Property Admin	General Manager	All modules for assigned property, staff management, reports
Front Desk	Receptionist	Bookings, check-in/out, guest profiles, invoices, payments
Housekeeping	Housekeeper / Supervisor	Room status updates, task lists, linen requests, no financial data
Finance	Accountant	All financial modules, reports, house accounts, no booking editing

You can create custom roles on Pro and Enterprise plans. Go to Settings → Roles → + New Role and toggle each module permission individually.

Adding a staff member

Go to Team → Staff → + Invite Staff

You can also reach this from Settings → Users.

Enter the staff member's details

Full name, email address, phone number, role, and the property or properties they have access to.

Click "Send Invitation"

An email invitation is sent. The staff member clicks the link, sets their password, and their account is activated. Until they accept, the status shows Pending.

Optionally set a PIN

A 4-digit PIN can be assigned for quick login on shared front-desk tablets without entering a password.

Module-level permissions

Each role can be fine-tuned with per-module permissions:

View — can see the module and its data.
Create — can add new records.
Edit — can update existing records.
Delete — can remove records (requires confirmation). Restricted to Admin roles by default.
Export — can download data to CSV/Excel. Useful to restrict for sensitive financial data.

Edit permissions at Settings → Roles → [Role Name] → Permissions.

HR records

Each staff profile has an optional HR section for internal record-keeping:

Employment type — full-time, part-time, casual, contractor.
Department — Front Desk, Housekeeping, Food & Beverage, Maintenance, Management, Finance.
Start date / End date — used for tenure calculations and offboarding.
National ID / KRA PIN — stored securely for payroll and compliance.
Emergency contact — name and phone number.
Notes — free-text field for manager notes (only visible to Property Admin and above).

HR records are visible only to users with the Property Admin or Super Admin role. Front Desk and Finance roles cannot see other staff members' personal HR data.

Shift scheduling

The shift scheduler is available under Team → Shifts. It provides a weekly calendar view where you can:

Drag and drop shifts for each staff member.
Set recurring shift patterns (e.g. 3 days on / 2 days off).
Mark leaves: annual leave, sick leave, public holidays.
View department coverage gaps highlighted in red.
Export the week's schedule as a PDF for notice board printing.

Activity log & audit trail

Every action performed by a staff member is logged in the audit trail. View it at Settings → Audit Log. You can filter by user, date range, or action type (e.g. "Invoice edited", "Booking deleted"). Logs are retained for 12 months on Starter, 3 years on Pro, and indefinitely on Enterprise.

Deactivating a staff member

When a staff member leaves, go to Team → Staff → [Name] → Deactivate. Their account is locked immediately — they cannot log in but all their historical actions remain in the audit trail. Deactivated accounts do not count toward your staff user limit.