Setup Your Team is where you decide who can get into Inn-Flow and what each person can do. It has three tasks: Roles & Permissions, Users, and Special Permission Users.

Do this card first if you can. Everything else in onboarding is easier to share out once the right people have logins.

Your account arrives with 22 roles already set up - General Manager, Controller, Accounting Clerk, and so on. You’re reviewing and adjusting them, not building them from scratch.

Open a role to see what it can and can’t reach. Change anything that doesn’t match how your organization works, and add new roles if you need them.

Two roles - Administrator and General Manager - are locked. They can’t be edited or deleted, because the system depends on them.

Example: Your accounting assistant enters invoices but shouldn’t approve payments. Open the Accounting Clerk role, check that payment approval is switched off, and save. Everyone you assign to that role gets those settings automatically - you never set it person by person.

Add everyone who needs access to Inn-Flow. For each person, you’ll enter their name and email, choose their role, and choose which properties they can see.

Each person gets a welcome email inviting them to set a password and sign in.

Add users one at a time. There’s no file upload for users yet. If you’re bringing across a large team, it’s worth knowing that before you sit down to it - and your implementation specialist can help with a long list.

There’s no minimum number of users. Add who you need now and add more later from the normal Users page.

A few capabilities sit outside the normal roles, because they’re sensitive enough to be given to named individuals rather than to a job title. Viewing sensitive information is the usual example.

Use this task to grant those one person at a time.

There’s no minimum here either. If nobody at your organization needs a special permission, you can mark the task complete without adding anyone.

Someone doesn’t have a work email address. What do I do? Every Inn-Flow login needs its own email address. If part of your team doesn’t have one, raise it with your Implementation Specialist early - there are a few ways to handle it depending on how those staff will use the system.

Can I change someone’s role later? Yes. Roles and users can both be changed at any time from the Administration pages, long after onboarding is finished.

Do I have to add everyone before I move on? No. Start with the people who’ll help you finish setup - whoever owns your accounting, and your property managers. Add the rest whenever suits you.

Related articles

Getting Started with Onboarding 

Roles & Permissions 

Users 

Special Permissions