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Learn about roles in Avantio: manage access and views for each profile

Discover the different roles available in Avantio and how to combine them to give each user only the necessary functions—enhancing both security and efficiency.

Written by Lisa

Secure and tailored access

In Avantio, roles determine which functionalities are available to each user. This differentiation allows teams to work securely and efficiently, as every person accesses only what they need based on their responsibilities.

Available roles and their corresponding views

This page shows how the system interface changes depending on the assigned role. It also serves as a guide to help you decide which roles to grant and which modules to activate for each team member.

Attention to detail

Roles can be combined. This means that the same user can have permissions from different profiles, expanding or limiting the visible modules on their interface.
​For example, combining Reception + Planning is useful for teams managing arrivals and availability.

ROLES

PERMISSIONS

ADMINISTRATOR

  • Access to all software.

  • Create new users and modify their roles.

  • Create new providers

  • Check-in Online configuration.

CLEANING AND SERVICES MANAGER

  • View and edit Operations Module

  • See cleaning and services reports.

EXPORTS TO STATE SECURITY FORCES AND LAW ENFORCEMENT AGENCIES

Manage exports to the following authorities:

  • National Police / Civil Guard (ES)

  • Mossos d'Esquadra (ES)

  • Ertzaintza (ES)

  • Andorra Police (AD)

  • Servizio Alloggiati (IT)

INVOICING

  • Create invoice rules and modify them.

  • Issue invoices.

  • Access to billing reports.

  • Tax module

  • Export Model 179 for Spanish Hacienda (only for Spain-based companies)

MANAGEMENT OF PAYMENTS TO SUPPLIERS

  • Create and edit supplier payment rules

  • View and perform actions on the Supplier Payments list

  • View and perform actions on the Transactions list

  • View task or payment related booking data

  • View online check-in data for a booking

  • View property details of a task/payment

OWNER MANAGEMENT AND SETTLEMENTS

  • Create and modify the owners contracts.

  • Issue settlements to the owners.

  • See owners reports.

PLANNING (availability and booking data)

See availability in the booking calendar with booking details

PLANNING (only availability)

See availability in the booking calendar (only blocked dates, without booking details)

RECEPTION

  • See clients, reservations, availability, planning and reservation reports.

  • View the programmed events (Harmony) in the bookings

RESERVATIONS

  • View accommodations.

  • Register and modify bookings and clients but not permitted to delete them.

  • View the programmed events (Harmony) in the bookings and perform actions

  • See rates, occupation rules and discounts but not permitted to create new ones, modify or delete them.

  • Access to clients, bookings and cleaning reports.

  • See list of owners.

  • See templates but not modify or delete them.

  • See channel manager tab but not manage it.

  • See Web tab (Web configuration/Featured/Offers/Reviews) but not modify.

  • Assign Check-in and Check-out

  • Tax module

RESERVATIONS MANAGER

  • Create and modify accommodation.

  • Register and modify bookings and clients, including deletion.

  • View the programmed events (Harmony) in the bookings and perform actions

  • See credit card details in PCI Wallet.

  • Register or modify rates, occupancy rules, discounts, etc.

  • Access to all reports except the owners report.

  • Add and modify templates.

  • Manage the Channel Manager.

  • Modify the company’s setup and website setup.

  • Guest Area configuration

  • Manage and see Staymyway smart locks

  • Tax module

  • Marketing Tools

REVENUE MANAGEMENT

  • Create and change rates

  • Create and modify occupancy rules

  • Create and modify discounts and supplements rules

MANAGE TEMPLATES AND HARMONY

  • Create and edit system templates

  • Create and edit solutions via Harmony for sending communications

  • View scheduled tasks in Harmony module

Managing by roles in VRMS ensures that each user only accesses the functions necessary for their work. This helps prevent errors, strengthens data security, and improves team organization.

Next step: Review your profile, and if you need to expand or restrict access, ask your administrator to adjust your permissions accordingly.

Frequently asked questions

Do all user roles or permissions have access to the Unified inbox?

No, not all of them. Only users who have one or more of these permissions:

  • Administrators

  • Supplier prepayments management

  • Bookings

  • Bookings manager

Users who only have one of the following roles do not have access to the Unified inbox:

  • Cleaning and services manager

  • State security forces export data

  • Templates and Harmony management

  • Owner management and settlements

  • Planning (Availability and booking data)

  • Planning (View availability only)

  • Reception

  • Cleaning and services manager

  • Revenue management

  • SEO

Owners and suppliers also have access to the Unified inbox.

Related Articles
Manage Your Calendar Effectively: Create Owner Bookings in Avantio
Set Up Automatic Rules in Harmony for Customers, Owners, and Bookings
Welcome to Avantio: Discover the Structure of Our Software
Manage users in Avantio: create profiles and assign permissions correctly
Correctly Implement the Cedolare Secca in Italy with Avantio
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