Overview
A user account gives an individual staff member access to your property's Little Hotelier platform. Set up permissions for each user account to control what they can access and manage within your platform.
All user accounts are created under the same property account. What each user can view and manage depends on the permissions set for their account.
Note:
User accounts give staff access to the same property Little Hotelier platform account
Each staff member needs their own user account with a unique e-mail address to access the property account
Sharing a single user login with the same email address and password is not permitted, for security reasons
MFA required: To protect your account from unauthorised access and phishing attacks, multi-factor authentication (MFA) is required to add, edit, and manage users.
To give one person access to more than one property, create a separate user account for them at each property.
Keep your account secure
Protect your user accounts and guest data by following these security best practices:
Create individual user accounts for each team member with unique email addresses. Do not use shared e-mail addresses like info@hotel.com
Never share passwords or user accounts between team members. This goes against the Payment Card Industry Data Security Standards (PCI DSS).
Avoid writing down passwords or sharing them with anyone
Use different passwords for different business accounts
Use multi-factor authentication (MFA) through your Little Hotelier mobile app or a third-party authenticator app
Log out after each session when using shared computers and do not save credentials in browsers
User management access
User management access lets you add, edit, and manage other users and their permission levels. To do this, you need User management permission enabled.
If you have user management permissions, you will see the User management option in the drop-down menu when clicking on your property name.
Not seeing the User management option in the drop-down menu?
If you do not have User management access and need it to add, edit, and manage other users, ask a colleague who already has User management permission to enable it for you. If that colleague no longer works at your property, the main contact at your property should contact our support team for assistance.
Create a new user
💡To add and manage users and their permission levels, you need User management permission enabled and multi-factor authentication (MFA) set up. Manage users in the desktop version of your platform (user management is currently not available on mobile).
To add a new user to your property:
Click on your Property Name > select User management
Click Add user
Enter user details
Under Account permissions, select if you want to enable User management access (to add, edit or delete other users)
Choose the User level (Admin for full access or General for customised permissions)
Click Create user
After creating a new user, an activation email will be sent to the user's email address to set up their password and activate their account.
Note: Billing users are created separately to user accounts. Billing users are managed via click your property name > select Billing (not in User Management).
Manage users
User level permissions
Admin users have full permissions except User management. General users get read-only access by default and need specific permissions enabled for additional access. General users can be granted these permissions:
Property
Permission | Description |
Property settings | Manage property information, details, and policies. |
Rooms and rates | Manage room types, rate plans, and channel rates. |
Payment settings | Set up accepted payment methods. |
Media library | Manage property images. |
Distribution
Permission | Description |
Distribution access | Access to room availability, inventory, rates and restrictions across all channels. |
Inventory | Update rates, availability and restrictions. |
Channels | Map to channels and manage channel connections. |
Yield rules | Set up yield rules. |
Direct booking
Permission | Description |
Direct booking access | Access to direct booking engine and website builder settings. |
Direct booking rates | Manage rates for your booking engine. |
Promotions | Create and manage promotion codes. |
Extras | Create and delete extras. |
Configuration | Manage booking engine settings. |
Reservations
⚠️ Important: To access guest payment card details, both below permissions must be enabled.
Permission | Description |
Reservation details and operational reports | Search, view and run reports on reservations. |
Guest payment details | Permissions to manage payments/credit card details. (Important note: Reservation details and operational reports permission must also be granted to enable access to Guest payment details.) |
Connectivities
Permission | Description |
Connectivities access | Access to third-party connectivity settings. |
Reports
Permission | Description |
Reports access | Access to Operational, Strategic or Insights reports. |
Front desk
Permission | Description |
Front desk access | Access to the Housekeeping report. |
Update user permissions
💡To manage users and their permission levels, you need User management permission enabled and multi-factor authentication (MFA) set up.
To update and manage a user's permissions/access to different sections of your property’s Little Hotelier platform:
Click on your Property Name > select User management
Find the user and click the ellipsis button (three dots button).
Select Edit this user.
Verify your identity with multi-factor authentication (MFA) when prompted.
Tick or untick the permissions you want to enable or disable for this user.
To change a user's level, use the User level dropdown under Platform permissions to switch between Admin and General.
Click Save to apply the changes.
Delete a user account
To remove a user’s access from your property:
Click on your property name > select User management.
Find the user and click the ellipsis button (three dots button).
Select Delete this user.
Click Delete to confirm.
⚠️ Note:
Once you delete a user account, it is permanent — you cannot retrieve their access or history.
If you're unsure about deleting a user, consider restricting their permissions instead.
Troubleshooting
New users are not receiving the account activation e-mail
Check if the e-mail address was entered correctly when creating the account.
Ask the user to check their spam or junk folder for the activation e-mail.
Request your IT team to whitelist our e-mail address and password reset URL domain if your company's e-mail system might be blocking our e-mails.
⚠️ When no activation email is sent: No activation email will be sent when creating users with email addresses that already exist in the system. This happens when:
Recreating a deleted user: If you delete a user and then create a new user with the same email address, the system will restore the previous user's details
Adding existing users to additional properties: When a user is linked to multiple properties and you add their email address to another property
What to do: Simply go to the login page and log in with the email address and password. If needed, click "Reset password" to reset your password. For users added to additional properties, log out and log back in - the newly added property will automatically appear under your account.
Updating user account details
You cannot change the email address associated with a user, but users can update their name, phone number, and language for their own account:
Click on your profile icon > select My account
Edit your own account details as needed (other users cannot update these for you)
Note: Users with User Management permission cannot edit the first name, last name, phone number, or language fields of other users. Each user must log into their own account to change these details.
Changing a user’s email address
Important: You cannot edit an existing user's email address. If an email address needs to be changed, you must create a new user account with the correct email address, then delete the old account.
Steps to change a user's email address:
Note the current user's permission levels and access settings
Create a new user account with the correct email address
Set the same permission levels as the previous account
Delete the old user account
The new user will receive an activation email to set up their password
Error: "Creating user failed. We are unable to create the user."
This error occurs when the email address is already in use. There are two possible causes:
The email is already linked to an existing user account at your property — try using a different email address.
The email is associated with a different property account. Create the user with a different email address.
If the problem persists, contact our support team.
The only user with user management access has left
If the only user at your property with User management permission has left and no one else has user management permissions, contact our support team for assistance.