What roles exist in Vezpa?

Seven: Manager, Assistant, Revenue Manager, Wellness Operator, User, Housekeeper and Observer. The first five work on the standard dashboard; the housekeeper and the observer each have a dashboard of their own.

Who can add or remove a collaborator?

Only the account owner, from the Team Management page (Configuration > Team). The role, instead, is assigned by the Manager from Configuration > Roles and permissions: two different pages for two different people.

How do I create an account for a collaborator?

With Add user: you choose the username and the password yourself, and no email address is needed. Vezpa sends no invitation, so you hand the credentials over. Every account starts with the User role.

What does the Reset device button do?

It clears a collaborator's two-step verification and biometric sign-in so they can set them up again on a new phone. It does not change the password and does not close the access: it lives in Configuration > Roles and permissions.

How do I cut off a collaborator who leaves?

You deactivate or delete their account from Roles and permissions. A device reset is not enough: whoever knows the username and password gets back in and sets up two-step verification again on their own.

How does the Housekeeper role work?

They see the list of the day's rooms with a single state, cleaned, and can leave notes and write on the department board. They never see amounts, prices or guest data; every night the states reset on their own.

Team Management Guide

Inviting a MemberCreating accounts for property staff

Only the account owner — whoever registered the property and holds the contract and payments — can add or remove team members. You create the collaborator's account yourself, choosing the username and the password: Vezpa sends no invitation email.

How to create an account for a collaborator

Dashboard → ⋮ → Configuration → Team
At the bottom of the Team Management page tap Add user — the button is there as long as your plan has free seats, and the counter at the top tells you how many you have already used
In the New user dialog type the Username you want to give the collaborator: a free login name, at least 3 characters, different from any other Vezpa user. No email address is needed
Type the initial Password — the icon on the right shows or hides it. It must pass the standard security checks, so no password that is too short or too common
Choose the language the collaborator will use the app and receive communications in: it starts on the property's language
Tap Add: the account is ready straight away and appears in the team list with the User role

Vezpa sends no email to the collaborator. You chose the username and the password, so it is up to you to pass them on however you prefer — in person, by message, on the phone. Until they get them they cannot sign in.

Configuration → Team → Add user → Hand over credentials → The collaborator sets up 2FA

The collaborator downloads the Vezpa app and signs in with the username and password you gave them. At the first login they set up two-step verification and put aside the recovery code the app shows them: from then on they sign in from any phone, tablet or computer.

The role is not chosen here: every new member starts as User. To change it open Configuration → Roles and permissions (manager only): from there you assign Assistant, Revenue Manager, Wellness Operator, User, Housekeeper or Observer, and promote to Manager.

If the collaborator loses the password there is no need to recreate the account: on the Team Management page, on their card, use Change password to set a new one and then pass it on.

RolesSeven access levels, one for every profile

Vezpa organises the team into 7 roles. Five work on the app's standard dashboard, two have a dedicated one. Give each collaborator the role closest to what they actually do.

Role	Access	Typical use case
Manager	Full and unrestricted access: rates and revenue management, OTA configuration, team management, statistics, admin panel, property settings, Booking Engine.	Owner, main manager, property manager
Assistant	Full operational access: room and wellness bookings, check-in/out, guest registration, charges and deposits, rates and prices, property configuration, OTAs and Booking Engine, tax data. Does not manage the team or the roles.	Deputy manager, front office supervisor
Revenue Manager	Prices and revenue strategy: sees and edits rates and opens the RMS — if the module is active —, with calendar and bookings read-only. Does not touch configuration, team, wellness or tax data; undoing the RMS automatic actions stays with the Manager.	External revenue consultant, pricing manager
Wellness Operator	Spa and wellness services: creates and manages wellness bookings and opens the wellness section. Does not see room rates, configuration or team.	Spa attendant, beautician, wellness centre manager
User	Basic booking operations for rooms and wellness: create and edit, check-in/out and charges. No rates, configuration, team or tax data. Every new member starts with this role.	Seasonal collaborator, front desk assistant
Housekeeper	Dedicated cleaning interface: room state (cleaned), room notes, department board. Cannot see amounts, guest data or bookings.	Cleaning staff, housekeeping manager
Observer	Read-only access, limited exclusively to assigned rooms. Sees filtered calendar and bookings. No access to rates, OTAs, team or statistics.	Apartment owner in a group, partner with partial visibility

There can be more than one manager. Any manager can appoint another one from «Roles and permissions»; only the property owner can remove the manager role, and at least one manager must always remain. Deactivating or deleting a manager stays blocked until they are demoted.

Two families of dashboard

Five roles work on the app's standard dashboard, each with the sections their role enables:

Manager Assistant Revenue Manager Wellness Operator User

Housekeeper and observer instead have a dedicated dashboard, built only for their job:

Housekeeper Observer

The housekeeper has a completely dedicated interface: sees only the room list with a single state (cleaned), can leave notes and communicate with management on the department board. Never sees amounts, prices or personal guest data.

Every night the system automatically resets to to clean the occupied rooms and those with a departure or changeover, so the housekeeper always finds an up-to-date situation in the morning.

Permissions by RoleComplete feature table

Feature	Manager	Assistant	Revenue Manager	Wellness Operator	User	Housekeeper	Observer
Management dashboard (statistics and summaries)	Yes	Yes	Yes	Yes	Yes	No	Read-only*
Booking calendar	Yes	Yes	Read-only	Read-only	Yes	No	Read-only*
Departments (room booking list)	Yes	Yes	Read-only	No	Yes	No	Read-only*
Create / edit room bookings	Yes	Yes	No	No	Yes	No	No
Check-in / Check-out and guest registration	Yes	Yes	No	No	Yes	No	No
Charges, deposits and payments	Yes	Yes	No	No	Yes	No	No
Wellness bookings (create / edit)	Yes	Yes	No	Yes	Yes	No	No
Wellness / Spa section	Yes	Yes	No	Yes	No	No	No
Rates and prices	Yes	Yes	Yes	No	No	No	No
RMS — Revenue Management (open and configure)	Yes	Yes	Yes	No	No	No	No
Undo the RMS automatic actions	Yes	No	No	No	No	No	No
OTA / Channel Manager	Yes	Yes	No	No	No	No	No
Booking Engine (settings)	Yes	Yes	No	No	No	No	No
Property configuration	Yes	Yes	No	No	No	No	No
Tax data and tourist tax	Yes	Yes	No	No	No	No	No
Room cleaning status	Yes	Yes	Read-only	Read-only	Yes	Yes	No
Department board	Yes	Yes	No	No	Yes	Yes	No
Roles and permissions	Yes	No	No	No	No	No	No
Team management (Team)	Owner only	No	No	No	No	No	No
Changing your own password	Yes	Yes	Yes	Yes	Yes	Yes	Yes

* The observer sees the calendar in read-only mode and limited to only the rooms assigned by the manager.

Permissions are enforced server-side: even if a member tried to access an unauthorised function, the backend would block the request. Security does not depend solely on the interface.

Changing PhoneWhen a collaborator is locked out of the app

A Vezpa account is not tied to a device: the same collaborator can sign in from phone, tablet and computer, even on the same day. What protects the account is two-step verification — the code from the authenticator app — together with the recovery code and, where the phone allows it, biometric sign-in.

This page said the opposite until 26/9/2026. It described a «device binding» that would tie every account to the first device and block the others. That constraint was removed from the product and the check no longer exists: if you read it here, do not rely on it to cut off a former collaborator — you deactivate or delete their account, as explained at the end of this guide.

What «Reset device» actually clears

Two-step verification: the pairing with the authenticator app is deleted
Biometric sign-in (fingerprint or face) on every device where it had been enabled
Nothing else: the password does not change, the account stays active and bookings are untouched

At the first login after the reset the collaborator sets up two-step verification from scratch and receives a new recovery code. That is exactly what the app announces in the confirmation dialog.

Situation	What to do
The collaborator changed phone and no longer has the authenticator	The manager uses Reset device from the Roles and permissions page
The collaborator still has the authenticator on the old phone	No action: they can sign in on the new phone by reading the code from the old one
They lost the authenticator but have the recovery code	No action: they sign in with the recovery code and immediately get a new one
They reinstalled the app	No action: reinstalling does not touch two-step verification
They forgot the password	Not a device reset case: the owner uses Change password from the Team Management page

How to perform a reset

Go to Configuration > Roles and permissions
Tap the card of the collaborator who needs the reset
Tap Reset device — under the name you read Allow device change, which is the same entry
Confirm: the dialog reminds you that two-step verification and biometric sign-in will be cleared as well

The reset can also be done on a Manager's card: it is the only action, together with the role change, that stays open on a manager. The property owner, on the other hand, cannot be touched by anyone: their card opens only to themselves.

The reset is not how you cut off someone who leaves. It clears two-step verification, not the credentials: whoever knows the username and password gets back in and sets it up again on their own. To really close an access you deactivate or delete the account from Roles and permissions.

Account SecurityForgotten password, recovery code and lost authenticator

If you lose access to your account — forgotten password or authenticator app no longer available — you can restore it yourself, without contacting support.

Forgotten password

If you don't remember your password, you can reset it yourself directly from the login screen.

On the login screen, tap Forgot password?
Enter your account's email or username and confirm
Check your inbox — if the address is registered you'll receive a link to reset your password
Open the link and set your new password

For security reasons the message shown is always the same, whether or not the address is registered: nobody can find out if an email belongs to a Vezpa account.

Recovery code

When you enable two-factor verification (2FA), the app shows you a personal recovery code: save it somewhere safe. You can use it instead of your authenticator app code whenever you log in, if you don't have your phone with the authenticator at hand.

The recovery code is unique: there is always only one active per account
Each time you use it to log in, the system automatically replaces it with a new one — save the newly shown code right away
A new code is also generated and shown whenever you reconfigure two-factor verification (for example after "I lost my authenticator")
If you lose both the code and your authenticator, use "I lost my authenticator" at login to reset two-factor verification via email

The recovery code grants access to your account just like your password: treat it with the same confidentiality and never share it with anyone.

Lost authenticator

If you've lost both access to your authenticator app and your recovery code, you can disable two-factor verification via email.

On the verification code screen, tap I lost my authenticator
Confirm your credentials (username and password)
Check your inbox and open the link you received
Two-factor verification is disabled: at your next login you'll be asked to set it up again

This flow also requires the correct password: nobody can disable your two-factor verification without also knowing the account password.

Observer RoomsVisibility limited to assigned rooms

When you create a user with the Observer role, you must specify exactly which rooms they can see. This mechanism is essential for properties with multiple owners or for granting partial access to external collaborators.

How to assign rooms

Create the new member with the Observer role from the Team section
In the configuration screen, select one or more rooms to assign from the full room list
Confirm the selection — the observer will see exclusively bookings and calendar for the selected rooms

What the observer sees

Calendar — only the rows for assigned rooms; all other rows are completely hidden
Bookings — only bookings that include at least one assigned room, with related details
Statistics — the tab is there, but the figures are computed on the assigned units only
Rates, OTA, team, statistics — completely hidden, not in the menu

Use case: apartment managers

In a property managing apartments from different owners, each owner can receive an observer account with visibility limited to their own apartment. This way:

Each owner sees only their own apartment's bookings
Has no access to data, prices or bookings of other apartments
Can monitor occupancy and dates without being able to modify anything

Transparency without risks: the observer can check the bookings for their own apartment independently, reducing requests for information to the management and increasing trust in the service.

If you do not assign any rooms to the observer, they will see an empty screen. Make sure to select at least one room during account creation.

Who manages accessOwner, manager and revoking access

The two pages that govern access have different audiences, and in the app they appear only to whoever can really use them.

Page	Who sees it	What it allows
Team	Only the account owner	«Add user» and «Remove user», «Change password» for a member, change a member's language
Roles and permissions	Only the manager	«Change role», «Disable user» and «Delete user», «Assign rooms» for the observer, «Reset device» to clear 2FA and biometrics

The menu entry and the page have two different names. In the menu you tap «Roles and permissions», but the screen that opens is titled Staff Management: it is the same place. Looking for «Staff Management» in the menu leads nowhere.

The assistant no longer sees these two entries on the Configuration page: they used to open them and only got refusal messages, because the server has always reserved them for the owner and the manager.

Removing a staff member who works on several properties

If a staff member has access to several properties, removing them from one does not delete their account: they lose access only to the property you remove them from and keep working normally on the others. The app confirms this with a dedicated message.

Staff member present only in this property → the account is deleted, as before
Staff member present in other properties too → only access to this property is revoked
The same applies to deactivation from «Roles and permissions»: it does not switch off the account in the other properties

A manager cannot be removed from the team: to remove one you first have to demote them from «Roles and permissions». The account owner can never be removed.

Changing your own password

A password is personal data: every role — housekeepers and observers included — changes their own from the account menu at the top right of their screen, without going through management. The owner can still reset a member's password from the Team page, for example if a colleague is locked out of the app.

The housekeeper and observer dashboards

Anyone with the housekeeper or observer role works in a dedicated screen. The top bar now offers the same conveniences as the other dashboards:

«?» — replays the step-by-step guide for the screen, whenever you like
Theme — switches between light and dark
Language — changes the app language, independent of the property's country; it also applies to the notifications and emails Vezpa sends you
Account menu — change your own password and sign out; logout takes you back to the sign-in screen

The housekeeper sees the room list for the chosen day, and the summary tiles work as filters; the observer has three read-only tabs (bookings, statistics, calendar) limited to the units assigned to them.