Create user

1. Enter a Person Code - The system automatically assigns a code, but you might consider using something the team memberis familiar with, such as their employee ID. This code must be unique for each user. HotSOS Mobile users log in to their devices with their person code, also known as their PIN number.
2. Enter the First Name and Last Name.
3. Enter the Department - Select the department that most closely represents where the team member works.
4. Enter the Trade - Select the primary skill the team member will perform. This is used to assign orders to the appropriate people, for example, a plumber or an electrician.

6. Enter the Login - This must be unique for each user. We suggest this format: first initial, last name, and person code.
7. Select Language- HotSOS translates the user interface into the selected language. Available languages:

• English

• French

• German

• Italian

• Japanese

• Korean

• Portuguese

• Spanish

• Simplified Chinese

• Traditional Chinese

• Turkish.

The email, country code and phone number allows users to manage their own information through My Profile in HotSOS. If left blank, the user passwords are managed by the administrator.

8. Enter staff member's Email.

9. Select Country Code and enter the first letter of country, then scroll through the resulting list to make a selection.
10. In Phone, enter just the numbers with no special characters.
11. External ID becomes available once the Housekeeping Room Attendant role is selected. It is found in the PMS (Opera) where each room attendant is assigned a unique number.

Here's how it works

Some properties use their PMS, , Opera, to assign the room attendants their daily workload by creating task sheets. The task sheets upload to HotSOS Housekeeping. The room attendant name must match as it is in HotSOS Personnel for the task sheets to process.

For example, in the PMS a room attendant's name is recorded as Elizabeth Hernandez but in HotSOS Personnel the name is entered as Beth Hernandez. When the task sheet are processed, the match fails and the task sheet for that room attendant remains unassigned.

To ensure there is always a match regardless of the name, enter the room attendant's PMS ID in HotSOS Personnel record External ID.

1. Select the Roles tab. What kind of access does the team member need to perform their work in the HotSOS or HotSOS Housekeeping application?

2. Use one of these options:

   • In the Available column, click the to the right of the role to move individually to the Selected column.

   • In the Available column, select to the left of the appropriate roles to be assign this user. Click at the bottom of the page to move to the Selected column.

HotSOS Select administrators choose one of these roles: Administrator This role grants access to Configuration, meaning the user can add, edit, and delete system values including personnel, issues, rooms, equipment, schedules, and workflows. Admins can perform inspections, run reports, manage service orders, and register devices., Manager Assign the Manager role to staff who will be in touch with the guests like front desk agents and PBX operators. They complete tasks such as guest follow-up, inspections, managing and monitoring orders, and running reports. or User Assign this role to staff whose job it is to create and/or complete service orders — engineers, housemen, bellmen, and so forth.. HotSOS administrators select the role or roles that give the users the ability to do their jobs. Click HotSOS roles for more details.

1. If the user role is not configured in MFA or no email address or phone number is entered on the previous page, a one-time password must be created meeting the following requirements:

• 8 characters minimum
• 1 letter
• 1 number
• 1 special character, for example, ! # * $
• Has not been used the last 5 times password was changed

2. If creating a user who has a role managed by MFA, or has an email address or phone number entered, the password tab indicates the user is to manage their own password. The user is sent an email or text with the login and password. The password is managed in My Profile.

Teams identifies a group of users to receive service orders on their device. If an order is assigned to a team, any member of that team who is on duty can start the order or pull it into their workspace in HotSOS Mobile. Select the teams that are assigned work appropriate for this person. For example, a houseman might belong to teams that do deliveries, tend to public areas, and set up banquet rooms.

1. From the Available column, select the teams and then click at the bottom of the page to move the teams to the Selected column.

If you see a Cluster Teams tab, it means your property might share resources with one or more properties nearby. To assign personnel to a cluster team:

1. From the Available column, select the teams and then click at the bottom of the page to move the teams to the Selected column.

1. Enter the area in Create Order Area - Limit the rooms and equipment available to the user when creating orders to only those defined in the area selected. Leave blank if the user is unrestricted.
2. Enter the standard in Create Order Standard - Limit the issues available to the user when creating orders to only those defined in the standard selected. Leave blank if the user is unrestricted.

This feature is currently unavailable to HotSOS Select customers.

3. Enter the Cost Code - If your finance team tracks labor costs for charge-backs, enter the code for this person's job description.
4. Enter the area in View Area - Limit the rooms and equipment available to the user when viewing orders to only those defined in the area. Leave blank if the user is unrestricted.
5. View Standard - Limit the issues available to the user when viewing orders to only those defined in the standard. Leave blank if the user is unrestricted.

This feature is currently not available to HotSOS Select customers.

6. Device/On/Off Duty - When creating a new user, skip these fields. They update automatically when the user logs in, so administrators can quickly see everyone who is active and which devices have been assigned to them.