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How to create and manage employee access in the CMS

Overview

The STAY CMS allows you to create employee profiles and control what each team member can access and manage. By assigning a specific employee profile type and section permissions, you ensure that each person only sees and edits the content relevant to their role.

This guide explains the types of employee profiles available in STAY, how to assign access levels, and the steps to create new employees either at the hotel level or from the Corporate area.

Before getting started

Before creating or managing employee access, make sure you:

  • Have permission to access the Hotel or Corporate area of the CMS.
  • Know which employee profile type you need to assign.
  • Know which sections the employee should have access to (e.g., Spa, Restaurants, Room service).

Step-by-step guide

Step 1: Understand employee profile types

When creating an employee, you must assign a profile type. This determines their access scope:

  • Hotel corporate
    • Grants access to a group of hotels based on filters such as chain, brand, or region.
    • When new hotels are added to this group, access is automatically extended.
    • Includes access to the Corporate area of the CMS.
    • Can create other employee profiles, including complex ambassador and third party staff.
  • Complex ambassador
    • Grants access to one or more specific hotels, which must be selected manually.
    • Does not include access to the Corporate area.
    • Most commonly used for local hotel staff.
    • Can create other employee profiles (third party staff only)
  • Third party staff
    • Use this profile for external collaborators (e.g., a third-party spa manager).
    • Access is restricted to selected sections only.
    • Cannot create other employee profiles.

All profiles allow you to define section permissions (e.g., read-only, read and write, or full access) once the profile is assigned.

Note: Hotel corporate profiles can only be created by the STAY Support team.

 

Step 2: Create an employee

Option 1: Create an employee from the Hotel area

Use this method to give access to the CMS for a specific hotel.

  1. Go to Settings (top right corner) > Hotel > Employees tab. How to create and manage employee access in the CMS_01EN

  2. Click Add in the top right corner. How to create and manage employee access in the CMS_02EN

  3. Choose the appropriate employee profile type.

  4. Fill in the employee’s details:

    • Full name
    • Position
    • Email address: This will be the user’s CMS login.

  5. Select the sections they should access (e.g., Spa, Restaurants, Kids club):

    • Enable or disable each section.

    • For each active section, choose a permission level from the dropdown:

      • Read
      • Read & write
      • Read, write & manage
      • Read & manage

      How to create and manage employee access in the CMS_03EN

  6. Click Save to complete the setup.

  7. The user will receive an activation email to set up their CMS account. If they don’t see it, ask them to check their spam folder.

The activation link expires after 7 days. If the link expires, the user can request a new email directly from the CMS login page.

Option 2: Create an employee from the Corporate area

Use this method to grant access to multiple hotels or to the Corporate area.

  1. Go to Settings (top right corner) > Corporate > Employees section. How to create and manage employee access in the CMS_04EN

  2. Click Add in the top right corner. How to create and manage employee access in the CMS_02EN

  3. Choose the appropriate employee profile type:

    • For Hotel corporate, choose the group of hotels using filters (region and/or brand). Properties will automatically be selected for the chosen region or brand.
    • For Complex ambassador or Third party staff, manually select one or more hotels.

  4. Fill in the employee’s details:

    • Full name
    • Position
    • Email address: This will be the user’s CMS login.

  5. Select the sections they should access, and define the permission level for each:

    • Read
    • Read & write
    • Read, write & manage
    • Read & manage

    How to create and manage employee access in the CMS_03EN

  6. Click Save.

  7. The user will receive an activation email to sign in and create their password. If they don’t see it, ask them to check their spam folder. The activation link expires after 7 days. If the link expires, the user can request a new email directly from the CMS login page.

Important: If you delete an employee profile, it remains inactive in the system. This means the same email address cannot be reused to create a new employee. If you need to reactivate or reuse the email, please contact STAY Support to request the change.

 

Next steps

Once you’ve created employee profiles:

  • Review permissions regularly, especially when hotel staff roles change.
  • Deactivate users who no longer require access.
  • Encourage staff to sign in and check their assigned sections and permissions.

 

Need further assistance?

If you have additional questions or require further assistance:

  • Contact us via live chat@noe
  • Send a ticket to our Support team
  • Visit STAY Academy, our training platform.