Overview
The Admin role has full access to all RoostSync features. This guide covers daily operations, system configuration, and user management for property administrators.
User Management
Adding Users
Create New User
- Go to Settings > Users
- Click "Add User"
- Enter email address
- Set display name
- Select role
- Send invitation
User Roles
| Role | Access Level |
|---|---|
| Admin | Full access to all features, settings, and reports |
| Manager | Operations access, can view reports, approve discounts |
| Front Desk | Bookings, check-in/out, basic POS operations |
| Kitchen | Kitchen Display only |
| Housekeeping | Room status updates only |
Managing Permissions
Fine-tune what each user can do:
- Click on a user to edit their profile
- Toggle individual permissions on/off
- Set approval limits (max discount, refund amount)
- Assign to specific areas (Restaurant only, etc.)
Limit Admin access to owners and trusted managers only. Most staff should use Front Desk or role-specific access.
Property Settings
General Information
- Property name and logo
- Address and contact details
- TIN number (for receipts)
- Business permit details
Room Configuration
- Go to Settings > Rooms
- Add room types (Deluxe, Standard, Suite, etc.)
- Add individual rooms with numbers
- Set base rates for each type
- Configure amenities per room
Rate Management
Set up pricing rules:
- Base Rate - Standard daily rate per room type
- Seasonal Rates - Higher rates for peak seasons
- Weekend Rates - Friday/Saturday pricing
- Length of Stay - Discounts for longer stays
- Early Bird - Discounts for advance bookings
Daily Operations
Morning Checklist
- Review overnight bookings from OTAs
- Check today's arrivals and prepare rooms
- Verify housekeeping completed turnover rooms
- Review low stock alerts
- Check cash drawer opening balance
Evening Checklist
- Verify all check-outs processed
- Reconcile cash drawer
- Review daily sales summary
- Check next day arrivals
- Address any pending issues
Use the Dashboard as your morning starting point. It shows key metrics and alerts that need attention.
System Configuration
Payment Methods
Enable payment methods used at your property:
- Cash
- Credit/Debit Card
- GCash
- Maya (PayMaya)
- Bank Transfer
- Room Charge
Receipt Settings
- Header text and logo
- Footer text (thank you message)
- TIN and business registration
- Receipt numbering format
Notification Settings
Configure alerts:
- New booking notifications
- Check-in/out reminders
- Low stock alerts
- Daily summary email
Data Management
Exporting Data
Export your data for accounting or backup:
- Reports can be exported to Excel/CSV
- Guest list exports for marketing
- Transaction history for accountants
Backup
RoostSync automatically backs up your data. However, we recommend:
- Monthly export of key reports
- Save exported files to cloud storage
- Keep copies of uploaded receipts
Integrations
Gmail Sync
Connect Gmail to automatically import OTA bookings. See Gmail Sync Guide for setup.
Calendar Sync
Sync bookings to Google Calendar for visibility on mobile devices.
Troubleshooting
| Issue | Solution |
|---|---|
| User cannot login | Check if invitation was accepted. Resend invitation if needed. |
| Missing permissions | Review user's role and individual permission settings. |
| Settings not saving | Ensure you have Admin role. Check internet connection. |
| Reports showing wrong data | Verify date range and filters. Clear browser cache if persistent. |
Security Best Practices
- Use strong, unique passwords
- Don't share login credentials
- Review user access quarterly
- Remove access for departed staff immediately
- Log out from shared devices
- Enable two-factor authentication when available
Keep your BIR registration and permits updated in the system. Auditors may request to see your POS setup matches your registered business details.