Multi-Site Management

Manage multiple properties from a single HelloShift account. Users can belong to multiple sites with different roles and permissions at each property.

Overview

How Multi-Site Access Works

User Accounts

• Each user has one global account (email/password)

• Users can be members of multiple sites

• Each site membership has its own settings (role, department, notifications)

• Users authenticate once and can access all their assigned sites

Site Isolation

• Data is isolated between sites (guests, rooms, notes, etc.)

• Users only see data for sites they're assigned to

• Admin access at one site doesn't grant access to other sites

Accessing Your Sites

Sites Dashboard

After logging in, if you have multiple sites:

1. You'll land on the Sites Dashboard (/sites)

2. See all properties you have access to

3. Each property shows:

   • Property name and logo

   • Number of rooms

   • Location and timezone

   • PMS system (if connected)

Navigating to a Site

1. From the Sites Dashboard, find your property

2. Click Go to [Property Name]

3. You're now working in that property's context

Switching Between Sites

From within any site:

1. Click your profile/site name in the header

2. Select Switch Site or All Sites

3. Choose the property you want to access

Or navigate directly to /sites to see all properties.

Adding Users to Multiple Sites

Adding Existing Users (Shared Users)

If you manage multiple sites and want to add a team member who already exists:

1. Go to the site where you want to add the user

2. Navigate to Admin > Users / Departments

3. Click Add Shared User button

4. You'll see a list of users from your other sites

5. Click Add [User Name] next to the person

6. User is added with their default department (from their first site)

What Gets Copied

When adding an existing user to a new site:

Customizing Per-Site Settings

After adding a user to a new site, customize their settings:

1. Go to Admin > Users / Departments

2. Find the user and click Edit

3. Configure site-specific settings:

   • Department assignment

   • Staff or Manager role

   • Admin privileges

   • Notification preferences

   • Home page preference

Per-Site Roles and Permissions

Each site membership is independent. A user can be:

Role Types

See User Roles & Permissions for details.

Consolidated Reporting

View reports across all your properties from a single view.

Accessing Multi-Site Reports

1. Go to /reports (without a site in the URL)

2. Reports show data from all your active sites

3. Filter by date range, property, or metric

Available Multi-Site Reports

Site-Specific Reports

For detailed site reports:

1. Navigate to a specific site

2. Go to Reports from that site's menu

3. Reports show only that property's data

User Settings Across Sites

Global Settings (Same Everywhere)

These settings apply to all sites:

Per-Site Settings (Different at Each Property)

These can be customized for each site:

Managing Multiple Properties

Best Practices

1. Consistent Naming: Use clear property names that distinguish locations

2. Standardize Departments: Use similar department names across sites

3. Centralize Admins: Designate multi-site admins who can manage all properties

4. Use Shared Users: Add existing team members rather than creating duplicates

Common Workflows

Regional Manager:

• Has Admin access to multiple properties

• Reviews consolidated reports daily

• Switches between sites for detailed management

Floating Staff:

• Works at multiple locations

• Has Staff role at each site

• Different department assignments based on role at each property

Corporate Admin:

• Admin access to all company properties

• Manages user access and permissions

• Reviews cross-property analytics

Creating a New Site

To add a new property to your account:

1. Contact HelloShift support (support@helloshift.com)

2. Provide property details:

   • Property name

   • Address and timezone

   • Room count

   • PMS system (if applicable)

3. Support creates the site and grants admin access

4. You can then add users and configure the property

Note: Site creation requires support assistance. You cannot self-create sites.

Removing Users from a Site

To remove a user from one of your sites:

1. Go to Admin > Users / Departments at that site

2. Find the user

3. Click Remove from Site

4. Confirm removal

What Happens:

• User loses access to that specific site only

• User keeps access to other sites they're assigned to

• Historical activity (notes, tasks) is preserved

• User's global account remains active

Restrictions:

• Cannot remove the last admin from a site

• Cannot remove yourself if you're the only admin

Troubleshooting

User can't access a site

Possible Causes:

• User not added to that site

• User's membership is inactive

• User logged in to wrong account

Solutions:

• Verify user is in the site's user list

• Check user's status is active

• Have user log out and back in

User sees wrong properties

Possible Causes:

• User has access to multiple accounts

• Browser cached old session

Solutions:

• Verify correct email address

• Clear browser cache and re-login

• Check all site memberships

Can't add shared user

Possible Causes:

• User already exists at that site

• You don't have admin access

• User is in a different organization

Solutions:

• Check if user is already listed

• Verify your admin status

• Only users from your managed sites appear

Reports showing wrong data

Possible Causes:

• Viewing site-specific vs. consolidated reports

• Date filter excluding expected data

• Site not selected in filter

Solutions:

• Check URL (with or without site)

• Adjust date range

• Select all sites in filter

Related Articles

• User Roles & Permissions - Roles, departments, and permissions

• Site Settings - Per-site configuration