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Adding New Staff Members

Last updated: November 2025

Grow your team! Learn how to add staff members to InnGO and give them appropriate access to manage your hotel operations.

Staff Limits by Plan

  • Free Plan: 3 staff members (including owner)
  • Starter Plan: 10 staff members
  • Professional Plan: Unlimited staff members
⚠️ Note: Owner account counts as 1 staff member. Check your current plan in Settings → Subscription.

Step-by-Step: Adding a Staff Member

Step 1: Log in to your InnGO dashboard
Step 2: Click Settings in the navigation menu
Step 3: Select Staff Management or Team tab
Step 4: Click the Add Staff Member button
Step 5: Fill in staff information:
  • Full Name: e.g., "Chinwe Okafor"
  • Email Address: Staff will use this to log in
  • Phone Number: Include +234 for Nigerian numbers
  • Role: Select from dropdown (Manager, Receptionist, Housekeeping, etc.)
  • Department: Front Desk, Housekeeping, Restaurant, Maintenance, etc.
Step 6: Set permissions (what they can access)
Step 7: Create temporary password or let InnGO generate one
Step 8: Click Add Staff Member to save
Step 9: InnGO sends welcome email with login credentials to staff

Required Information

Full Name

  • Use official full name
  • Will appear on reports and activity logs
  • Example: "Adebayo Johnson" not "AJ"

Email Address

  • Must be unique (not used by another staff)
  • Staff uses this as login username
  • Receives booking notifications if enabled
  • Can be personal email if no company email
💡 Tip: Create hotel email addresses for staff (e.g., reception@yourhotel.com, housekeeping@yourhotel.com) for professional appearance.

Phone Number

  • For contact and verification
  • Include country code: +234 for Nigeria
  • Example: +234 805 123 4567

Role Selection

Choose role that matches staff responsibilities:

  • Owner: Full access (that's you!)
  • Manager: Almost full access, can't change subscription
  • Receptionist: Handle bookings, check-ins, check-outs
  • Housekeeping: View room status, update cleaning
  • Restaurant Staff: Manage restaurant orders
  • Accountant: View financial reports, no booking changes
  • Custom Role: Set specific permissions

Setting Staff Permissions

Common Permission Configurations

Receptionist Permissions:

  • ✓ Create bookings
  • ✓ Edit bookings
  • ✓ Process check-ins
  • ✓ Process checkouts
  • ✓ Record payments
  • ✓ View all bookings
  • ✗ Delete bookings
  • ✗ Manage staff
  • ✗ Change prices

Housekeeping Permissions:

  • ✓ View room status
  • ✓ Update room cleaning status
  • ✓ Mark rooms as clean/available
  • ✓ View today's checkouts
  • ✗ View booking details
  • ✗ Access payment information
  • ✗ Create bookings

Manager Permissions:

  • ✓ All booking operations
  • ✓ View reports and analytics
  • ✓ Manage rooms and pricing
  • ✓ Add/edit staff (below manager level)
  • ✓ View financial data
  • ✗ Change subscription plan
  • ✗ Delete hotel account

After Adding Staff

Staff Receives Welcome Email

InnGO automatically sends email containing:

  • Welcome message
  • Login URL: inngo.com/login
  • Email address (username)
  • Temporary password
  • Instructions to change password on first login

Staff First Login

  1. Staff goes to inngo.com/login
  2. Enters email and temporary password
  3. System prompts to create new password
  4. Staff creates secure password (min. 6 characters)
  5. Access granted to dashboard based on role
⚠️ Security: Ensure staff changes temporary password immediately. Never share passwords between staff members.

Training New Staff on InnGO

  • Show them relevant sections for their role
  • Receptionist: Focus on Bookings and Check-in/out
  • Housekeeping: Room status management
  • Provide this Help Center link for reference
  • Monitor their first few transactions

Managing Existing Staff

Viewing Staff List

  • Settings → Staff Management
  • See all team members
  • View roles and permissions
  • Check last login time
  • See account status (Active/Inactive)

Editing Staff Information

Step 1: Go to Staff Management
Step 2: Click on staff member's name
Step 3: Click Edit
Step 4: Update name, phone, role, or permissions
Step 5: Click Save Changes

Changing Staff Role

  • Useful for promotions (Receptionist → Manager)
  • Updates permissions automatically
  • Staff sees new access immediately after logging out and back in

Resetting Staff Password

If staff forgets password:

  1. Settings → Staff Management
  2. Find staff member
  3. Click Reset Password
  4. New temporary password generated
  5. Email sent to staff with new password

Deactivating Staff

When staff leaves or goes on extended leave:

  1. Go to Staff Management
  2. Click on staff member
  3. Click Deactivate
  4. Staff can no longer log in
  5. Their records remain in system
  6. Can reactivate later if needed
⚠️ Important: Deactivate staff immediately when they leave employment to protect your data.

Deleting Staff (Permanent)

  • Only use if absolutely necessary
  • Cannot be undone
  • Their activity history is preserved
  • Staff account is permanently removed

Activity Tracking and Accountability

What InnGO Tracks

  • Who created each booking
  • Who processed check-ins/checkouts
  • Who recorded payments
  • Who made changes to bookings
  • Login/logout times
  • Actions performed

Viewing Staff Activity

Professional Plan feature:

  • Reports → Staff Activity Log
  • See all actions by date
  • Filter by staff member
  • Export for review

Nigerian Context: Common Staff Roles

Small Hotels (5-15 rooms)

Typical staff structure:

  • 1 Owner/Manager (you)
  • 2 Receptionists (day and night shift)
  • 2-3 Housekeeping staff
  • 1 Security (may not need InnGO access)

Medium Hotels (15-50 rooms)

  • 1 General Manager
  • 1 Assistant Manager
  • 3-4 Receptionists (shifts)
  • 4-6 Housekeeping staff
  • 2-3 Restaurant staff
  • 1 Accountant

Shift Assignments

Nigerian hotels typically have:

  • Morning shift: 7 AM - 3 PM
  • Afternoon shift: 3 PM - 11 PM
  • Night shift: 11 PM - 7 AM
💡 Tip: Add shift designation to staff name in InnGO (e.g., "Amaka Nwosu - Morning" and "Tunde Bello - Night") to track who handled which bookings.

Best Practices

  • ✓ Use professional email addresses for staff
  • ✓ Set appropriate permissions based on role
  • ✓ Train staff thoroughly before giving access
  • ✓ Review staff activity regularly
  • ✓ Update roles when staff are promoted
  • ✓ Deactivate accounts immediately when staff leave
  • ✓ Use strong passwords and change them periodically
  • ✓ Document staff responsibilities clearly
  • ✓ Keep staff contact information updated

Troubleshooting

Can't add more staff?

You've reached your plan limit. Upgrade to Starter (10 staff) or Professional (unlimited) plan in Settings → Subscription.

Staff didn't receive welcome email?

Check spam folder. Verify email address is correct. Resend invitation from Staff Management page.

Staff can't log in?

Verify account is active (not deactivated). Reset password. Check email used for login matches email on file.

Staff has wrong permissions?

Edit staff member, update role or adjust individual permissions. Changes take effect after staff logs out and back in.

Need More Help?

For staff management assistance: