If you have purchased a PRO plan or have a Leader plan, you can give access to the system to your front desk and housekeepers with their own email and we will generate a password for access.
With this system of personalized access, each worker will be able to manage only the tasks that correspond to them, keeping your account safe, organized and without exposing sensitive information.
How to Create a Check-in/Out Employee
Before giving access to your employees from My Users, you must first create them in the section:
Planning > Check in / out > Manage staff
Tap Create Employee.
Complete the requested information:
Employee's Name
Email address (if you want to send them automatic notifications)
Position: Reception or Cleaning
Accommodation(s) to which you will be assigned
Additional options:
Auto-assign: The system automatically assigns tasks to the employee.
Example: If you select Cleaning + Auto-assign, you can indicate that the cleaning is always carried out, for example, two hours after Check-out.
Notify: the employee will receive an email every morning (7:00 am) with the tasks scheduled for the next 3 days.
If you don't want it to be sent automatically, you can also send the notices manually from the main Check in/out screen.
Shared iCal: Once the employee is created, copy the link from their iCal and share it via email, SMS or any other channel so that they can see their tasks in calendar format.
Important:
If you have created multiple employees within these sections, they will not be able to share the same accommodation on the same task (whether it is reception or cleaning).
Give access from My Users
Once the employee has been created in Check in / out, you will be able to give them access to the system:
From your own employee file (1), or
From the My Users section (2).
Once the user is created, it will appear in the Created Users section of My Users.
The system will automatically send a password to the email you have registered, and you will have to access the avaibook.com page, click on the "Enter" button and enter your email address along with the password received to access your Check in/out profile.
Types of access and functionalities
Cleaning Employee
This profile will have restricted access to the menu: Planning > Check in/out
✅ When you enter the assigned task, you will be able to see:
Primary guest details: name, surname, email and telephone number
Number of guests
Booking start and end dates
Origin of the reservation
Notes added to the assignment
You can:
Update notes on assignment
Mark the task as complete
Update information at the iCal level
Receptionist Employee
This profile will also have restricted access to the menu: Planning > Check in/out
✅ In addition to what the Housekeeping employee can see, the Front Desk user will be able to:
View the guest's encrypted card
See the amount of the reservation
Review if the associated charges have been completed correctly
Consult the personal data required for law enforcement
Request these details from the guest again by mail or fill them in manually if they are incomplete
❌ You may not:
Make payments
Request a card change from the traveler
Assigning reservations to the new user
Once you have created the user, you must go to the main page of the Check in / out section and manually assign the existing reservations.
Please note that the system will only start performing automatic auto-assignment (if you have it enabled) for new bookings that come in from the user's creation.
For bookings that were already confirmed in the system before you created the user, you'll need to assign them manually.
If the user tells you that they don't see some bookings on their profile, it's because they weren't manually assigned those previous bookings. Once you do so, you will be able to view them correctly at your entrance