Inviting and removing people

The Team page

Team is a button at the top right of the dashboard, beside Billing. The page is headed "Your team", with links to Help, Billing and ← Back to MAYA, under the amber simulation strip (or the green Live tag) that tops every screen of the property. It has two parts: Add someone, and the list On this property.

A General Manager or Hotel Admin manages the team. Anyone else who opens the page sees one line: "Who can access this property is managed by its General Manager or Hotel Admin. Ask one of them if you need someone added or removed." If the list fails to load, the page says "We couldn't load your team just now." with a Try again button.

A demo property has no team: its page says only "A demo property can't have teammates." (The demo property).

Seats

How many people can be on a property follows the rooms you pay for, in the same bands as the price.

A seat is used by each person in the list below, including someone you invited who has not set a password yet. The counter at the top right of Add someone reads "1 of 2 seats used · 20 rooms".

When every seat is used, the form is replaced by: "You've used every seat your plan includes. Remove someone below, or raise your room count on the billing page if the property has grown." If two people invite at the same moment and the second goes past the count, the second sees "Your plan covers 2 people at 20 rooms. Properties over 20 rooms get 4. Remove someone first, or update your room count if the property has grown."

The band uses the room count you are billed for, not the one MAYA measured, so a seat cannot vanish because a room type was switched off overnight. Raising the billed count on the Billing page raises the seats at the same moment. Your room count and what you pay explains the count.

No separate seats

There are no seats to buy on their own. Seats come only from the room count you pay for, so the one way to add people is to pay for more rooms. That is allowed. A General Manager or Hotel Admin can set any count from 1 to 500 on the Billing page, whatever your property system shows, and MAYA never lowers it for you.

Eight seats is the most any property can have, from 81 rooms up. Change the room count you pay for has the steps.

Inviting someone

1. 1

   Type their email

   In Their email (the box shows name@yourhotel.com as a hint). Capitals and spaces are tidied away, and the invitation goes to the address in lower case.

2. 2

   Pick what they can do

   The What they can do dropdown lists the four roles and starts on Revenue Manager. A line under the form repeats the chosen role's description, and the ? beside the label opens "What each role can do", the same four descriptions in one panel (hover or click to open it, and press Escape or click elsewhere to close it). Under the form, What each role can't do lists each role's limits in a line or two, with the role you picked brighter. Roles: who can do what has the long version.

   The dropdown lists every role for everyone. A General Manager who picks Hotel Admin is refused on send with "You can't give someone a role above your own."

3. 3

   Click Send invitation

   The button reads "Sending…", then the page says "Invitation sent to" the address, with "They'll get an email with a link to join." If they already use MAYA, it says "Added." with their address and "already uses MAYA and will see this property next time they sign in." instead, and no email goes out. Either way the person is on the property from this moment, before they open any email. Their address appears in the list below with their role, a role menu and Remove, like everyone else.

Messages you might see:

• "Enter a valid email address." Check the address for a typo.
• "Pick a role." Choose a role in What they can do, then send.
• "That person is already on this property." They are on the team already. Change their role in the list instead.
• "They already have an invitation pending." Cancel the pending invitation in the list, then invite again.
• The seat message above. Remove someone, or raise the room count on the Billing page.
• "Too many invitations just now. Try again shortly." More than 20 in an hour on one property. Wait, then try again.
• "Could not send that invitation. Try again in a minute." The invitation did not go through and nobody was added. Wait a minute and send it again: the new email carries a fresh link. If it fails again, email us with the address you were inviting.
• "Could not send that invitation." The connection dropped before the page heard back. Reload the page. If they are in the list, it went through. If not, send it again.

The invitation email

The subject is "You have been invited to The Harbour Inn on MAYA". Inside, the heading "You're invited", a line saying who invited them, to which property and as which role, and an Accept the invite button. The reply-to is the inviter's address, so a reply reaches you. Under the button it says the link works once and expires after a limited time, and that if it has expired and they haven't set a password yet, they can email us at info@modern-hospitality-solutions.com for a new link. How long is not a number MAYA sets. Resending an invitation below has the ways to get a new link.

If they already use MAYA

Someone who has signed in to MAYA before (a colleague at another property, say) gets no email. They are added to the property the moment you click Send invitation, and the property appears in their Property selector the next time they open MAYA. The page says "Added." with their address and "already uses MAYA and will see this property next time they sign in." There is nothing for them to accept. Tell them to sign in.

A login that has never signed in is treated like a new address: it gets the email with a link to set a password, and the page says "Invitation sent". That covers someone whose earlier invitation, to this property or another, was never opened.

Someone who opened an invitation link once but never finished setting a password counts as having signed in, so they get no email. If they cannot sign in, they click Forgot password? on the sign-in page to set one. Reset your password has the steps.

Accepting an invitation

1. 1

   Click Accept the invite

   The link opens a page headed "Set your password" with "Welcome to MAYA. Set a password to finish accepting your invite." While the link is checked it reads "Verifying your invite…". If someone else was signed in on that browser, they are signed out first so the invitation lands on the right account.

2. 2

   Fill in the form

   Full name (optional), Password and Confirm password, each password at least 8 characters, then the Terms box. The button Set password & continue waits for the box. Errors: "Password must be at least 8 characters." and "Passwords don't match."

3. 3

   You are in

   "Password set. Redirecting to the app…" and the dashboard opens a second later, on the property you were invited to.

If the link has expired or has already been used, the page says "This link has expired or was already used. If you set your password already, sign in. If not, email us for a new link." in place of the form. Already set your password with that link? Click sign in and sign in with your email and password. If not, click email us, send the email from the invited address, and we send you a new link. The colleague who invited you can also send a fresh one, as Resending an invitation explains.

If the page says "We couldn't check this link just now. Reload the page to try again.", the check got no answer. Reload the page. The link still works.

On this property

The list shows each person's email and role. Someone you invited is listed straight away, with nothing to mark that they have not set a password yet.

• Changing a role. Pick a new role in the dropdown beside their name (its label reads "Role for" their email). It saves at once. Refusals: "That's above your own access level." (you cannot promote someone above yourself, or change someone who already outranks you), "This is the property's only Hotel Admin. Make someone else one first." and "That person isn't on this property." Anything else that fails shows "Could not change that role." Try again.
• Removing someone. Click Remove. Their access ends at once. The same rank rules apply: a General Manager can remove anyone up to General Manager, other General Managers included, and not a Hotel Admin. Anything else that fails shows "Could not remove them." Try again.
• Taking back an invitation. Click Remove beside their name, as for anyone else. They are off the property and the seat is free.

You can remove yourself, as long as you are not the property's only Hotel Admin. Once removed you cannot get back in until someone still on the property invites you again.

Resending an invitation

There is no resend button, and inviting the same address again while they are in the list does nothing new: the page answers "That person is already on this property."

To send a fresh link to someone who has never signed in, click Remove beside their name, then invite them again with the role they should have. A new email goes out with a new link, the old link stops working, and the page says "Invitation sent". Someone who has signed in before gets no email this way. The page says "Added." and they sign in as usual, or use Forgot password? on the sign-in page if they never set a password.

You can also email us with the address and we send a new link.

When someone leaves

Click Remove beside their name. Their login no longer opens the property, and their seat is free for the next person. The Terms ask you to remove access promptly when someone should no longer have it. If they were the only Hotel Admin, make someone else one first. If the only Hotel Admin is the one who left, Roles: who can do what has what to do.

When the property changes hands

If you sell the hotel, or a new management company takes over, you hand MAYA over from inside the app and let us know. Rules, floors and ceilings, history, settings and the connection to your property system all stay as they are.

1. 1

   Invite the new owner as Hotel Admin

   A Hotel Admin does this from the Team page, because only a Hotel Admin can make another one. If every seat is used, remove someone first. The new owner sets a password from the invitation email, or, if they already use MAYA, finds the property in their Property selector.

2. 2

   Move the billing

   The old owner first downloads any invoices they want to keep: once removed, they cannot open Billing. Then the new owner opens Billing, clicks Update card, receipts & cancellation, and in Stripe's billing portal adds their own card as the default and changes the billing email to their own address. Past invoices stay in the portal, where the new owner can see them.

   Once the new owner's card is the default, MAYA moves the subscription onto it, so the old owner's card is no longer charged. A subscription on a different card of its own is the exception: if the old owner's card is still charged after that, email us and we move it. Moving to another card explains.

3. 3

   Remove the old team

   The new owner clicks Remove beside each person who is leaving, the old owner included. With two Hotel Admins on the property, either one can remove the other.

Came from the Cloudbeds Marketplace? A property you started with Connect App in the Cloudbeds Marketplace bills on the original owner's account in Stripe, the same account that pays for any other properties they connected that way. Leave the card as it is and email us instead, and we sort out the billing with you.

Access to all your properties at once

Invite the person from each property's Team page. There is no bulk invitation, and roles are per property, so they can be Revenue Manager on one and Viewer on another.

Is there an audit trail?

Not for the team. There is no screen that lists team changes, and there is no record you can open of who invited, changed or removed whom. The change log does name the person who answered a Rules that keep adjusting banner.

Who is signed in

There is no screen that shows who is signed in or when someone last signed in, and no button to sign everyone out. The list under On this property shows each person's email and role, and no sign-in times.

To cut someone off, click Remove beside their name. Their access to the property ends at once, even in a browser where they are still signed in. How long a session lasts before someone has to sign in again is set on our side, not by you. Create an account and sign in covers staying signed in and signing out.

If you suspect someone else is using a colleague's login, remove them and email us. The Terms ask you to tell us promptly.