Orca SystemsTraining reference
Role cards
What each role can and cannot do.
Role quick card (Reception)
| You are | Menu extras | You cannot |
|---|---|---|
| Reception | Cashier Shift (open/close own), Groups, Guests, Rooms, Assign Rooms, Diary, ID Scans, Deposits, In-House Debt, Housekeeping | See Night Audit, House Accounts, Inventory, Rates, Settings; Bring Back to Staying; change a payment type after 3 h; adjust above ฿1,000 |
| Senior Reception | Everything above plus Night Audit, House Accounts (post charges, payments and payouts on internal accounts only), Email Ingest Log, Inventory | Override red pre-audit lines; check out owing/credit (default); Restore; Delete; rates and settings |
| Manager / Sub-Admin | Reports, Rates, notifications bell, force-close another shift, charge to Disputed, tick back-dated entries | Delete a reservation; change a closed-day payment; restore a void (Admin only) |
| Admin | All of the above plus Settings, Users, overrides | — |
Role card: what an Accountant and a Senior Accountant can and cannot do
| Capability | Accountant | Senior Accountant | Who can do it instead |
|---|---|---|---|
| Resolve notifications, OTA flags | ✓ | ✓ | |
| Accept / Decline OTA changes | ✓ | ✓ | |
| Tick departure reconciliation | ✓ | ✓ | |
| Upload OTA statements, confirm payouts, record OTA payments | ✓ | ✓ | |
| Commission runs: upload, record findings | ✓ | ✓ | |
| Edit the outcome list | — | — | Admin or Manager |
| Bind / unbind City Ledger; Route to Ledger (one stay) | ✓ | ✓ | |
| Route ALL unsettled stays | — | — | Admin or Manager |
| House accounts: create, post, deactivate | ✓ | ✓ | |
| Reclassify a payment type | — | ✓ (Manager-level) | |
| Edit a folio amount above ฿1,000 after 60 minutes | — | ✓ | |
| Edit or void a payment from a closed day; restore a void; back-date | — | — | Admin only |
| Open or close a cashier shift | — (the page is closed to an Accountant) | — (the page is read-only: Read-only view — opening and closing a shift stays with the cashier) | |
| Check in, check out, move room, assign room | — (Not allowed: check-in/out, room move and room assignment are for reception and managers only (your role: accountant).) | ✓ | |
| Run the Night Audit | ✓ | ✓ | |
| Force-close another cashier's shift | — | — | Admin, Manager |
| Cashier Shifts Overview; any shift summary | ✓ | ✓ | |
| Cashier Summary with ledger money | — (hidden) | — (hidden) | Admin, Manager, Owner |
| Actions Log | — | ✓ | |
| Void / Refund Audit Trail | ✓ | ✓ | |
| Rates, Inventory (menu), Settings (Admin Configuration, policies) | — | Inventory by address only | Not allowed: Admin or Manager only |
| Users page | create lower roles (limited) | create lower roles (limited) |
Admin
For the admin course, who can do what is in the override matrix, which covers all eight roles.
Last built from the course on 23 October 2026.