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Positions and roles
All the information about the update. Setting up accesses for the position. Visibility of tasks. Adding employees to multiple groups.
Hoop has released a major update that affects how employees see their tasks and the access levels they have in the system.

Here are the changes that are already working in your account:
  • Working with tasks assigned to a group
  • Accesses (roles) are now set through employee positions
  • An employee can now be added to multiple groups.

In addition, detailed customisation of accesses is now available.
To enable this feature, please contact Hoop support.
Please read the changes on this page first.

Should you have any remaining queries, please contact Hoop Support via email at ps@hoop.expert, where our support team will be happy to provide a comprehensive explanation.
Working with the tasks assigned to the group
The first big update is about how employees can see their tasks. The main:
Line employees won't be able to see the tasks of other employees in their group if those tasks were originally assigned to someone else in their group.
Line employees will see tasks that have been assigned to the whole group. They will stay visible even after they have been taken up by other employee.
Read more about the new logic below.
Visibility of the tasks assigned to the group

If a task is assigned to a group and then accepted by someone in the group, the rest of the employees in that group still see the task.

If a task was assigned to one person and then reassigned to the whole group, it will still be visible to all employees in the group, no matter who is assigned to it next.
Please learn the following scheme for creating and assigning tasks to a group of employees:
For example:
There are two line employees in the group, Alex and Robert. They can only see their own tasks.
When someone assignes a task for the whole group, all the employees in that group will be able to see it. After Alex accepts the task and starts working on it, Robert keeps seeing it.
But if Alex was originally assigned the task, Robert won't be able to see it unless he has access to see all tasks within his groups or all hotel tasks.
Visibility of tasks reassigned to another group

If you reassign a task to another group or to an employee from another group, it will no longer be visible to the employees in the original group.
Please learn the following scheme about task visibility when you are reassigning task from one group of employess to another:
Accesses (roles) are set via
employee positions
General principle of working with accesses:
  1. Create or edit a position
  2. Set up a role for this position
  3. When you create or edit an employee, assign a position with the required role.
Creating/editing a position
To create new staff positions or edit existing ones, go to the "Staff" module and click on the "Edit Positions" button.
To add a new position, click the "Add position title" button, enter a title, and click "Save". You can also change the title of an existing position.
When you click on a position, a list of the employees who hold that position will be displayed on the right-hand side of the screen:
If you delete a position that is assigned to at least one employee, Hoop will display a notification message and offer to select another position for those users. If a position is not assigned to anyone, it will be deleted immediately.
If there were employees in your hotel who did not have a position specified when the update was released, Hoop will show this in the "Staff" tab. Setting up roles and permissions for these employees works in the same way. If you change the name of this position, it will no longer be displayed in red.
Setting up roles (accesses) for a position
When selecting or creating a position, a "Role" bar will appear on the right hand side of the window with a choice of three options:
  • Employee
  • Supervisor
  • Manager
These roles replicate those that already exist:
A role configured for a position will apply to ALL employees with that position!
You will not be able to edit the role in your position!
Assigning a position to an employee
To create a new employee, go to the "Staff" module and press the "Create user" button.
In the window that opens, enter all the necessary data and click "Save".
Please note that the "Position" field is required. When you choose a position for user, the role (permissions) that was specified for that position in the previous step will be applied to the user.
To edit information about an employee, put the cursor over the employee and press the "Edit" button. Make the necessary changes in the opened window and press "Save".
Ability to add an employee to several groups
Employees can be part of more than one group. You can specify groups for an employee when creating or editing a user.
You can see this user in each group on the list of employees.
When you enter the name of an assignee or subscriber while you are creating or editing a task, template, cleaning, or filters, you won't see the division into groups and drop-down list anymore.
Now, only the employees are shown in the search.
Users added to multiple groups will see tasks according to the visibility logic of the tasks assigned to the group.
It is also possible to create more detailed access customisation. You can learn more about this in the next article:
Learn more
Detailed access configuration is enabled for the hotel upon request. Contact Hoop support via email ps@hoop.expert to activate it.
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