For the hotel manager or owner. These rules decide when the desk can act alone and when a manager types a PIN. A new hotel starts with defaults for a small team; change them to fit how your hotel works.
The rule of an action
Hospitality configuration › Approvals › Approval rules lists every action with its rule. Open one (Edit) to set:
| Part | Field | Means |
|---|---|---|
| Who acts without approval | Any amount | People in these roles never need an approval for this action (usually managers) |
| Within the limits below | These roles act alone while they stay inside the limits; above them a manager approves | |
| Up to an amount, Or up to (%) | The most they may do alone; leave both empty for any amount (with both, the larger applies) | |
| Only their own line, within (minutes) | They may only void a line they entered themselves today, not yet posted, within this many minutes | |
| Who approves the rest | Approvers | The roles whose members approve with their PIN |
| Reason required | The person acting types why; the reason is kept in the approval log |
Anything a rule does not let a person do alone needs an approver's PIN. With no rule at all, or an inactive rule, the action always needs an approver.
The defaults of a new hotel
A new hotel starts with rules for a small team:
| Action | Managers | Front desk alone |
|---|---|---|
| Manual room rate | Any amount | Up to 10% below the plan |
| Discount or allowance on a folio | Any amount | Up to 500 or 5% |
| Waive an early check-in or late checkout fee | Any amount | Up to 500 |
| Void or reverse a folio line | Any amount | Their own line, within 30 minutes |
| Check in to a room that is not ready | Any | No |
| Overbook a room type | Any | No |
| Late charge on a closed folio | Any | No |
| Complimentary charge | Up to 5,000 | No |
| Waive a cancellation or no-show penalty | Up to 5,000 | No |
| Refund or void a payment | Needs an approver | No |
| Reopen a closed business date | Needs an approver | No |
| Void or reverse a posted or closed-date line | Needs an approver | No |
| Check out or post a folio with an open balance | Needs an approver | No |
| Accept a blacklisted guest | Needs an approver | No |
Every other action (moving a payment, paid-outs, credit-limit and no-post overrides, city-ledger accounts, foreign-currency rates, housekeeping charges, manual payment matches, closing the night audit with a waiver, reversing an invoice) has no default rule, so it always needs an approver's PIN until the hotel adds one.
PINs and the log
Every approver sets Set my approval PIN on the same screen. The Approval log below lists every approval and every action done within a limit: when, the action, who asked, who approved, the reason and the result.
Common questions
We added a new role (an assistant manager) but it cannot act alone.
The defaults read the roles that existed when they were applied; a role created later is not on the rules. Add the role to the rule on Hospitality configuration › Approvals: as a person who acts alone, or as an approver.
Does a manager need a second person for their own action?
Not for an action on which the rule lists their role under Any amount. For an action with no rule, or an inactive rule, someone else must always approve: nobody approves their own action.
A rule is switched off. What happens?
With no rule, or an inactive rule, every use of the action needs an approver's PIN.