Add, edit or delete roles

Juss Reyes

Updated August 13, 2026 13:34

On Cloudbeds PMS, you are able to create users for your employees and staff and assign them specific and customizable roles.

This article will show you how manage the roles privileges as necessary based on the job function.

If you don't see the below settings on the screen, it means that your user has no permission to access. Reach out to the Property Owner to enable the permission to Manage User Roles and privileges for you.

Access Roles

In your Account menu, go to the Settings Page and click on the Users section
Click on Roles

Manage roles

Add roles

Before you can add a new user, you'll need to create a user role for them. You can either use the "Administrator" role that is automatically created as an example on your account or create a new one (Ex: front desk employees).

In the Users page, go to the Roles tab and click +Add role
Add a Role Name
Add a Role Description (optional)

In the list of Privileges, enable or disable any option to restrict/enable user's access for specific functionality
Click or unclick any specific option to restrict/enable user's access for specific action on that functionality
Save

Edit or delete roles

Click on the three dots ( ⋮ ) icon next to the role to edit
Click Edit/Delete Role, based on your requirements

Role examples, common tasks and most used privileges

Roles	Common tasks in Cloudbeds PMS	Most used privileges and Cloudbeds PMS features
Property Owner	Manage/edit Property Information Reports Billing Portal New Integrations	Property Billing Portal Price Intelligence Engine API Credentials and Integrations
Administrator/Property Manager	Add/edit Room Rates Add/edit Rate Plans Add reservation adjustments Reports Users management	Rates Availability Reports Items and Services Adjustments Sensitive and Personally Identifiable Information (PII)
Front Desk	Check-in and check-out Create, view and modify reservations Add payments Edit guest folios Guest invoicing	Reservation Payments Folios and Transactions House Accounts Cash Drawer
Housekeeper	Modify room status (clean/dirty) Create Out of service/Room blocks	Modify room status (clean/dirty) Create Out of service/Room blocks

Payment-related permissions

When setting up a Front Desk role, you may need to customize payment processing permissions based on your property's workflow.

Add Payments Larger Than Reservation Total — This permission allows front desk staff to process payment amounts that exceed the remaining reservation balance. Enable this if your team needs to:

Accept overpayments from guests
Process advance payments beyond the current reservation cost
Handle deposits or prepayments for future reservations

To enable this permission:

Edit the Front Desk role (or the relevant role)
Go to Payments section
Check Add Payments Larger Than Reservation Total
Save

Without this permission enabled, staff will only be able to add payments up to the remaining reservation amount.

Learn more about the different Role privileges.

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