Summary: Every member of staff who logs into the AXP staff app has a user profile, holding their name, email, role, job title, employment type, and other details. This article covers how to invite a new user if they are logging in using email and password and how to edit an existing one. Those who adopted Single Sign In don't need to be invited. Admins only need to edit their profiles once the user profiles are added automatically when users attempted to log in.
Permissions Required: Job title, Employment type, and Phone number can be set by Brand Admins and Location Admins. Clefs d'Or membership and Integration IDs can only be set by Brand Admins.
What is a user profile?
Every member of staff who logs into the AXP staff app has a user profile — their name, email, role, and some extra details about their job. This is different from a guest profile, which holds information about hotel guests. This article is only about staff users' profiles.
Profile fields
A staff user profile can hold the following:
Field | What it's for | Who can set it |
Avatar | The user's profile photo | Brand Admins and Location Admins |
Default department | Dropdown assigning the user's default department | Brand Admins and Location Admins |
Employee reference | Free text reference/ID for the employee | Brand Admins and Location Admins |
Job title | Free text, e.g. "Front Desk Manager" | Brand Admins and Location Admins |
Employment type | Dropdown: Full time, Part time, Contractor, Seasonal, or Intern | Brand Admins and Location Admins |
Phone number | The user's contact number | Brand Admins and Location Admins |
Clefs d'Or member | Checkbox marking the person as a Clefs d'Or member | Brand Admins only |
Integration IDs | A behind-the-scenes way of linking this person's AXP account to their record in another system (e.g. Mews, OHIP or SevenRooms) | Brand Admins only |
ℹ️ Important: Clefs d'Or Membership status of a staff user's profile can only be edited by Brand Admins.
ℹ️ Info: Not all of the fields are filled in when inviting a new user. Admins can edit an user to edit the full list.
How to invite a new user
📌 Note: This invite process applies to brands where staff log in with email and password.
If your brand uses Single Sign-On (SSO), you don't need to invite users this way — a user's profile is created automatically the first time they attempt to log in. In that case, admins only need to edit the profile afterwards (see below) to add details like job title, employment type, or role assignments.
Go to Settings in the left-hand menu.
Click the "Users" tab.
Click "+ Users".
Enter the email address, first name, last name, display name, job title and Employment type.
You can also upload an image as Avatar for the user at this point.
ℹ️ Note: Invite form only asks for a subset of fields. The rest (Default department, Employee reference, Phone number, Clefs d'Or member, Assignment > + Add role) aren't asked for here; admins can fill these in later by editing the user (see below).
Click "Invite User".
User's status will be 'Invited'. You can see them by filtering 'Unassigned' in Locations dropdown list. Admins can move on to edit the user's permissions.
ℹ️ Info: This can only be actioned by Brand Admins or Location Admins.
How to edit an existing user
Go to Settings → Users.
Filter by 'All locations' or 'Unassigned', then search by email address to find the newly added user whose status will be 'Invited'. If the user has been active, simply filter 'All locations' then search for the user.
Open the profile of the user you want to update.
Click Edit.
Update any of the following, depending on the user's role:
Default department
Employee reference
Phone number
Clefs d'Or membership (Brand Admins only)
Under Assignment, click "+ Add role" to add or update the user's Application roles — for example, Converser roles, Admin roles, Contractor roles (if the user is a contractor), Vendor roles (if the user is from a partner vendor). Admins can add Reporting roles from "+ Add role" if needed.
Save your changes.
ℹ️ Info: This can only be actioned by Brand Admins or Location Admins.
Integration IDs
Integration IDs are a way to record that "this staff account is the same person as this record in another system" — for example, OHIP, Mews or SevenRooms. It sits in its own separate section on the profile, editable only by brand admins.
To add / remove an integration ID:
Go to Settings → Users and open the user's profile.
Expand the Integration IDs section.
Click "Add integration ID".
Enter a Key and a Value in the two fields that appear.
Repeat "Add integration ID" for additional entries if needed.
Save your changes.
Click the trash icon next to the Key/Value pair you want to remove.
Save your changes.
ℹ️ Info: This can only be actioned by Brand Admins.
Who can see/change what
| Job title, Employment type, Phone number | Clefs d'Or membership | Intergration IDs |
Location Admin | View and edit (own brand) | View only | View only |
Brand Admin | View and edit | View and edit | View and edit |