Roles and access
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Access in SunTatva has three layers: who you are (your SunAuth account), what you may do (your role and privileges inside one property) and what the property has paid for (its licences). All three must allow an action before you can use it.
Layer 1: your SunAuth account
- The person who registers at the portal becomes the owner (internally the "group property main user"). The owner can create groups and properties, accept the terms and conditions, manage the IP whitelist and request licences. Other users cannot.
- Staff are created by the owner or an administrator inside SunPMS (chapter 03, Users). They sign in with their own username at the same portal. Their e-mail is treated as verified, so there is no sign-up step for them.
- If a user without any group opens the portal, they see No Property Access and must ask the owner.
- SunAdmin users are SunTatva staff. They are sent to the admin console instead of the property list.
Layer 2: roles and privileges inside a property
A role is a named set of privileges. SunPMS provides these roles:
| Role | Typical use |
|---|---|
| Owner | Always has every privilege, even those added later. |
| Administrator | Runs the property: setup, users, settings. |
| Manager | Operations, reports and approvals. |
| Desk User | Front desk work: reservations, check-in and check-out, billing. |
| House Keeper | Housekeeping screens only. |
| Custom | Any role you build with exactly the privileges you choose. |
Privileges control sidebar items, screens and individual buttons (for example access to the dashboard, configuring the property, editing a folio, voiding a payment). A button you cannot see usually means your role lacks the privilege. The full list of privileges and how to assign them is in chapter 03 (Roles and Privileges, Users, Transaction Privileges, Report Privileges).
Other user-level controls:
- IP restriction. A user can be marked to log in only from whitelisted IP addresses (see IP whitelist). The owner is never restricted.
- Active / inactive. A deactivated user cannot sign in or reset a password ("User is deactivated.").
- Locked. After repeated wrong passwords the account is locked until the administrator or SunTatva support unlocks it.
Layer 3: licences
Each property has licences kept centrally:
- A plan gives the number of rooms allowed (a default plan applies when nothing else is active).
- Features switch on modules such as CRS / OTA sync, door-lock, hardware, parking and other integrations.
- Add-ons add quantity, for example extra rooms.
- Activation types are Trial, Subscription, Lifetime and Complimentary, with start and expiry dates.
The owner requests or renews a licence from the landing page (property card > Licences) or in SunPMS under Property Setup > Licences. SunTatva staff activate it in SunAdmin. Until a licence is active, the feature is hidden in the menu and blocked on the server. See Licence request.
Chat privileges
Four privileges control team chat: Access to Communication (chat) (262, every role by default), Manage Communication Channels (263), Cross-app Chat (264) and Communication Administration (265); the last three go to Owner and Administrator by default. They only work when the property has the licence Team Chat (and Cross-app Chat for 264). See Chat settings, privileges and retention.
Tips and FAQ
- Q: A menu item is missing for a colleague. A: Check three things in order: their role privilege, the property licence, and whether the setting for that feature is on in Settings.
- Q: Who can buy licences? A: Only the owner. Others see "Only the property owner can buy licences."
- Q: Can a desk user create a new property? A: No. Only the owner sees the group menu with Create New Property.