Overview
Welcome new team members to RoostSync! This guide helps managers onboard staff quickly and ensures everyone knows how to use the system effectively.
Before They Start
Admin Preparation
- Create user account in Settings > Users
- Assign appropriate role (Front Desk, Kitchen, etc.)
- Send invitation email
- Prepare login credentials
- Set up their workstation/device
Materials to Prepare
- Login information sheet
- Quick reference card for their role
- Property-specific procedures
- Contact list for help
Day 1 Training
Hour 1: System Basics
- How to log in
- Navigate the main menu
- Understanding the Dashboard
- Where to find help (this documentation!)
Hour 2: Role-Specific Training
Based on their role, focus on their primary tasks:
- Front Desk: Bookings, check-in/out, POS basics
- Kitchen: KDS operation, order flow
- Housekeeping: Room status updates
- Manager: Reports, approvals, oversight
Hour 3: Practice
- Supervised hands-on practice
- Create test transactions (can be voided)
- Navigate common scenarios
- Answer questions
Role-Specific Onboarding
Front Desk Staff
Must learn:
- Creating and modifying bookings
- Check-in and check-out process
- Processing payments (all methods)
- Basic POS operations
- Handling guest inquiries
- Finding information quickly
Key guides: Bookings Guide, POS Guide
Kitchen Staff
Must learn:
- Using the Kitchen Display System
- Order status management
- Reading special instructions
- Marking items unavailable
Key guide: Kitchen Display Guide
Managers
Must learn:
- All front desk functions
- Approval workflows
- Running and reading reports
- Staff oversight
- Handling escalations
Key guides: Manager Guide, Reports Guide
Have new staff shadow an experienced team member for their first few shifts. Observing real situations is the best learning.
Week 1 Goals
| Day | Focus |
|---|---|
| Day 1 | System basics, login, navigation |
| Day 2 | Primary job functions with supervision |
| Day 3 | Independent work with check-ins |
| Day 4-5 | Full operation with supervisor available |
| End of Week | Review, Q&A, address gaps |
Common Tasks Checklist
Front Desk Competencies
- Log in and navigate system
- Create a new booking
- Check in a guest
- Check out a guest
- Process cash payment
- Process GCash/Maya payment
- Apply a discount
- Find a booking by guest name
- Modify booking dates
- Add charges to a booking
POS Competencies
- Create a new order
- Add items to order
- Apply modifiers/notes
- Send to kitchen
- Process payment
- Print receipt
- Handle room charge
Tips for Trainers
- Go slow - Better to learn thoroughly than rush
- Use real examples - Show actual bookings, orders
- Encourage questions - No question is too basic
- Practice makes perfect - Repetition builds confidence
- Be patient - Everyone learns at different speeds
- Document issues - If training reveals confusion, the process may need improvement
Quick Reference Cards
Create simple cards for each role with:
- Top 5 daily tasks
- Common shortcuts
- Who to call for help
- Emergency procedures
Never share login credentials between staff. Each person should have their own account for security and accountability.
Philippine Staff Considerations
- Train on PWD and Senior Citizen discount application
- Explain local payment methods (GCash, Maya)
- Cover common Tagalog terms guests may use
- Review peak season expectations (Holy Week, Christmas)
- Explain barangay clearance requirements if applicable
Ongoing Training
- Weekly 15-minute refreshers on one topic
- Monthly review of new features
- Quarterly skills assessment
- Annual comprehensive review
Getting Help
When staff are stuck:
- Check this documentation first
- Ask the AI Assistant
- Ask a senior colleague
- Contact manager on duty
- Contact RoostSync support
A well-onboarded staff member should be able to handle 90% of their daily tasks independently within one week.