Users and Roles

Every person on your team who logs in to Argonautas has a user account. What they can see and do depends on the roles you give them, and a person can hold several roles at once. This guide covers adding users, choosing roles, marking who earns commission, setting individual commission rates, and managing account security.

Overview

User management lives on the Users & Roles page, in the Admin section of the sidebar. Admins and property managers can open it.

Each user appears as a card with their name, email, a badge for every role they hold, and the month they joined. Use the search box to find someone by name or email, and the All Roles filter to show only people who hold a particular role. The filter matches anyone who holds that role, even alongside others.

Accounts that are only a guest (people who booked a stay and have no other role) are not listed here. Manage them from Guests.

Roles Are Hats

A person can wear any combination of roles. We call them hats. Argonautas gives each person the combined access of all their hats. For example, one person running a small operation can be an Administrator, handle reservations, and do the accounting, while a part-time concierge can also take bookings.

The Edit User form lists these roles under User Roles ("Users can have multiple roles. Select all that apply."):

Role	Shown in the form as	What it gives
Administrator	Full system access	Everything, including Settings, Users & Roles, payment providers, and bank details.
Property Manager	Manage properties & bookings	Day-to-day operations and configuration: properties, rates, taxes and fees, bookings, guests, calendar, messaging, staff, channels, owners, partners, reports, and most Settings tabs.
Reservations	Bookings, guests & calendar	Bookings, guests, the calendar, properties, messaging, tasks, and the dashboard. Can record payments, send payment links, refund payments, and split commission credit on a booking. No rates, Settings, finance reports, or users.
Accounting	Payments, reports & bank details	The money side: finance reports, agent and agency commission reports (including marking payouts paid), partner billing, owners and owner bank details, and Settings > Payments. Can view bookings and guests but not change them, apart from recording payments, sending payment links, refunds, and splitting commission credit.
Concierge	Guest services & pre-arrival	The concierge tools (portfolios, services, turnovers, providers, catalog) plus bookings, guests, the calendar, reviews, and templates. No payments or property configuration.
Owner	Owner portal access	The Owner Portal for their own properties.
Staff	Cleaning & maintenance	Marks the person as field staff. Housekeepers and maintenance workers are normally added from Staff Management, which sets up their staff profile and sends their invitation.
Guest	View own bookings	Guest access to their own bookings.

See Role-Based Permissions for the full screen-by-screen breakdown.

How a Person's Screens Are Built

• One sidebar for all hats. The sidebar shows every section any of the person's hats allows. A concierge who also holds Reservations, for instance, gets the full sidebar with a Concierge section in it. A person whose only hat is Concierge keeps the dedicated concierge portal layout.
• Their roles are shown by their name. The sidebar and top bar list every hat the person wears, for example "Admin · Concierge".
• Where they land after login follows their hats: Administrator or Property Manager goes to the Dashboard, Reservations to Bookings, Concierge to the concierge dashboard, and Accounting to Reports. Someone also marked Staff or Owner lands in the staff or owner portal first.
• The server enforces the same rules. Hiding a button is not the only protection. If a person's hats don't allow an action, Argonautas refuses it even if they reach it another way.

Earns Commission

Below the roles is a separate checkbox, Earns commission ("Can be credited on bookings"). It is not a role and opens no screens. It controls who can be paid salesperson commission:

• Only people marked Earns commission appear in a booking's Reservations Agent list and in the Commission credit card, and only they can be chosen as the company's default agent.
• A commission payout is only created for someone who is marked Earns commission at the time it is calculated.
• When someone marked Earns commission creates a booking, they are credited as its Reservations Agent automatically.

It works with any role. A reservations agent and a part-time concierge who both earn commission on bookings they handle can each have it ticked, whatever their other hats. People who were already reservations agents when this checkbox was introduced were marked Earns commission automatically, so their commissions carried on unchanged.

See Agent Commissions for how commission is calculated and paid.

Individual Commission Rates

When you edit a user who is marked Earns commission, a Commission rates section appears in the form. It lists each booking source with the Company default next to a This person field:

• Leave the field blank to use the company default for that source.
• Enter a percentage to give this person their own rate for that source. It applies even if the source is turned off in the company defaults.
• Enter 0 to turn that source off for this person.

Rates save as you leave each field. As the form notes, rates are a share of the company's management commission, the same base as the company defaults.

If you have just ticked Earns commission on this user, save first: the form shows "Save this user first, then set individual rates here." Then reopen the user to set rates.

Adding a User

1. Open Users & Roles and click Add User.
2. Enter the person's email (required), first and last name, and phone.
3. Set a Password (at least 12 characters) and enter it again under Confirm Password.
4. Tick every role the person needs under User Roles, and Earns commission if they should be credited on bookings.
5. Click Create User.

The account is created in your company straight away with the roles you chose. No invitation is sent from this page, so share the password with the person securely. They can then change it and add a passkey from their Account Settings page (see below). To set individual commission rates, reopen the user after creating them.

To add housekeepers, maintenance workers, or other field staff with a passwordless invitation by email, WhatsApp, or SMS, use Staff Management instead.

Editing a User

Click the edit button on a user's card to open Edit User. You can change their email, name, phone, roles, and Earns commission, and set their individual commission rates. Changing the email shows "Changing email requires re-verification".

Role changes apply to what the server allows straight away. The person's sidebar and screens update the next time their profile loads, for example when they sign in again or refresh the app.

Who Can Change Roles

• Administrators can change any role.
• Property managers can also add users and change roles, including Administrator and Accounting, unless the company restricts banking details (next section).

Banking Restriction and Roles

An administrator can turn on Banking details visible to Accounting and Admin only under Settings > Payments. When it is on:

• Property managers lose access to payment provider setup and to owners' bank and payout details. Everyone who could before can still send payment links and record payments.
• Only an administrator can give or remove the Administrator or Accounting role. If a property manager tries, the change is refused with "Banking is restricted; only an admin can change this role." This stops a property manager from giving themselves back the access the restriction removed.
• Only an administrator can turn the restriction on or off.

Deactivating a User

Rather than deleting accounts (which would lose history), deactivate them:

1. On the user's card, click the power button (its tooltip reads "Active - Click to deactivate").
2. Confirm in the Deactivate User dialog.

The person can no longer log in, but their name stays on past bookings, messages, and commission records. To restore access, click the same button (tooltip "Inactive - Click to activate") and confirm Activate User. You cannot deactivate your own account.

Managing Your Own Account

Every user, whatever their roles, can manage their own login and security from the Account Settings page: click your avatar in the top-right corner and choose Profile. (Concierges using the concierge workspace open it as Account & Security in their sidebar.) It is organized into tabs:

• Profile: Update your name, phone, email, and avatar. Team members also find the Send guest replies from your inbox card here (see below).
• Security: Change your password, register or remove passkeys, set an auto-logout (session timeout) interval, and turn two-factor authentication on or off.
• Sessions: See your active sessions and recent login history, and sign out devices you no longer use.
• Notifications: Set your personal notification preferences.
• Live Chat Hours: For team members, the hours you are available to answer the website chat.

Your interface language is not on this page. Pick it from the Language section of the same avatar menu. It changes only your own screens.

Sending Guest Replies From Your Own Mailbox

On the Profile tab, the Send guest replies from your inbox card lets you connect your own Google (Gmail or Workspace) account, so your replies to guests are sent from, and saved in, your own mailbox. The card appears for team members on the admin app, and only when Google sign-in is set up for Argonautas.

1. Open your avatar menu and choose Profile.
2. On the Send guest replies from your inbox card, click Connect Google account and sign in. The card then reads "Sending guest replies as" your address.
3. To stop, click Disconnect. Your replies then go back to being sent from the company address.

This affects only the replies you type in the inbox. Automated emails still go through your company email channel. If Google access expires or is revoked, the card asks you to Reconnect. See Sending Replies From Your Own Mailbox.

Two-Factor Authentication

Argonautas supports two ways to strengthen sign-in:

• Passkeys: Register a fingerprint, face, or hardware security key for passwordless login. This is the recommended method.
• Authenticator app (TOTP): Use an app such as Google Authenticator or Authy for a six-digit code at each login.

Each person sets these up for themselves from the Security tab. We recommend them for everyone with the Administrator, Property Manager, or Accounting role.

Active Sessions and Login History

The Sessions tab shows where your account is currently signed in and the recent sign-in activity on it:

• Active sessions: Each current session is listed with its device and browser, approximate location, IP address, and when it was last active. Your current session is marked. Click Sign out on any other session to end it remotely, or use Sign out all other sessions to end every session except the one you're using. This is useful if you've logged in on a shared or lost device.
• Login history: A record of recent sign-in attempts (both successful and failed) with the device, IP address, location, and timestamp. Review it periodically to spot any sign-in you don't recognize.

If you ever see an unfamiliar session or a failed login you can't account for, sign out the other sessions and change your password from the Security tab.

Activity Log

The Activity Log (in the Admin section of the sidebar, for admins and property managers) records changes made across your company and sign-in events: creates, updates, and deletions, plus logins, failed logins, and logouts. Each entry shows when it happened, who did it, what changed, where, and from which IP address; expand an entry to see the before-and-after values. Filter by event type, action, record type, or date range.

Key Concepts

• Hat: A role a person holds. People can hold several, and get the combined access of all of them.
• Earns commission: A per-person setting, separate from roles, that makes someone eligible to be credited and paid salesperson commission on bookings.
• Company-wide access: Access is decided by hats, not by which properties a person is assigned to. Within your company, a hat that shows bookings shows all of the company's bookings.
• Deactivation vs. deletion: Deactivated users keep their history. Deletion is not offered, to preserve audit records.

Common Questions

Can a user have more than one role? Yes. Tick every role that applies. The person sees the combined screens of all their roles in one sidebar.

Does ticking Earns commission give someone extra access? No. It only makes them eligible for commission. What they can see still depends entirely on their roles.

Our accountant should handle payments but not change bookings. Which role? Give them Accounting only. They can view bookings and guests, record payments, send payment links, handle refunds, run the finance and commission reports, mark commission payouts paid, and manage payment providers and owner bank details. They cannot edit bookings, rates, availability, properties, users, or other Settings, and they don't get the guest inbox.

How do I stop property managers from seeing bank details? As an administrator, turn on Banking details visible to Accounting and Admin only in Settings > Payments. See "Banking Restriction and Roles" above.

Can a reservations agent see what they've earned? The Agent Commissions report is available to people with the Administrator, Property Manager, or Accounting role. A person who only has Reservations doesn't see it. They can see the commission credit on each booking they open.

Is there a limit on the number of users? There is no hard limit on user accounts. Pricing may vary based on active user count. Check your subscription plan.

Related

• Role-Based Permissions: Screen-by-screen access for each role.
• Agent Commissions: Commission rates, split credit, and marking payouts paid.
• Staff Management: Adding field staff and sending their invitations.
• Owner Portal Guide: How owners use the platform.
• Staff Portal Guide: How field staff use their limited-access interface.
• Settings Guide: General workspace configuration.