How Can You Manage Your Collaborators?

Managing collaborators effectively ensures that team members have the right access to complete their responsibilities without compromising sensitive data. This guide explains the different types of collaborators and how to manage their permissions based on what they need to do.

Quick Reference: Common Use Cases

Use this table to determine the right setup for different team members:

Who needs access?	Recommended Setup	What They Can Do
Cleaner / Maintenance person	See availability	View when the property is occupied or available. Cannot see guest details or pricing.
Co-host / Assistant	See availability + Viewing and creating bookings	View calendar and full booking details, including guest names and contact info.
Someone who should receive booking notifications	Mark as secondary	Receive email/push notifications about bookings. Does not grant access to view anything in the system — add other permissions if they also need to see data.
Someone managing property settings only	Property configuration	Edit property info, amenities, photos, pricing. Cannot see bookings or calendar.

What about Property Managers?

If you work with a professional property manager, the recommended setup is for them to create a PME (Property Management Expert) account and establish a mandate relationship with your property. This gives them proper operational access designed for property management businesses.

If you prefer not to use the PME structure and just want to give your property manager access as a collaborator, you can grant them all permissions: Property configuration + See availability + Viewing and creating bookings + Distribution & publication.

This gives them full operational access to manage the property. Note that collaborators can never access financial data (invoices, payouts)—only the PME model allows you to grant invoice access to a property manager.

Understanding Collaborator Types

Primary Collaborator (Editor)

The primary collaborator has complete access to all property data and operations:

• Calendar: Full access to booked, blocked, and available dates including price details
• Bookings: Full booking information including guest details, price breakdown, and payment status
• Financials: Invoices, payouts, payment information
• Property configuration: Can view and edit all property settings
• Reviews: All guest reviews
• Collaborators: Can view and manage all property collaborators
• Notifications: Receives all notifications (email and push)

Important: Only the primary collaborator can access payout details, invoices, and payment information. This account is legally linked to the property agreement with our platform.

Managing Permissions: Permission Checkboxes Explained

When adding a collaborator, you can grant one or more of these permissions. Each permission grants access to specific areas and functionality.

Property Configuration

This permission allows collaborators to view and edit property information and settings.

Can View/Edit	Cannot Access
Property descriptions & titles	Bookings
Photos (upload, delete, reorder)	Financial data (invoices, payouts)
Amenities & facilities	Distribution channels
Room/unit information	Guest information
Pricing & seasonal rates	Blocked dates management
Additional fees	Performance metrics
Arrival/check-in instructions	Collaborator management
Calendar sync setup (iCal import)	Publishing controls
Calendar export (iCal)

Limitations:

• Location is read-only if the property is already published.
• iCal sync/export can be configured here, but viewing or managing blocked dates requires the "Viewing and Creating Bookings" permission.

Viewing and Creating Bookings

This permission provides access to all booking-related information and management tasks.

Regarding bookings:

Can See	Can Do
Full booking details	Create manual bookings
Guest name, email, phone, address	Modify manual bookings
Complete price breakdown	Cancel bookings
Payout amounts	Update guest info on bookings
Commission details
Channel information
Booking history/modifications

Regarding blocked dates:

• View blocked dates with comments/notes
• Create blocked dates
• Edit blocked dates
• Delete blocked dates (if not immutable)

Cannot access:

• Property settings/descriptions
• Distribution channel management
• Pricing configuration

Notes:

• To see the calendar view, also grant the "See availability" permission.
• If you haven't completed KYC verification, guest contact details may be hidden until verification is complete.

See Availability

This permission provides a read-only calendar view for those who need to know occupancy status without accessing sensitive details.

Regarding bookings:

Can See	Cannot See
Booking dates (check-in/check-out)	Guest name, email, phone
Number of guests (adults, children, babies)	Price breakdown or totals
Booking status (confirmed, canceled)	Payout or commission info
Booking ID	Channel information
	Any financial data

Regarding the calendar:

Can Do	Cannot Do
View which dates are available	Block or unblock dates
See blocked date ranges	See comments/notes on blocked dates
Access the property in the system	Edit any property settings
	Manage iCal sync or export
	Modify anything

Best for: Cleaners, maintenance staff, or anyone who needs to know when the property is occupied but shouldn't see financial or guest contact details.

Distribution & Publication

This permission controls access to distribution channels and publishing settings.

Can View	Can Modify
Connected distribution channels	Activate new channels (Airbnb, Booking.com, etc.)
Channel connection status	Deactivate existing channels
Sub-channel status	Enable/disable sub-channels
Cancellation policies per channel	Set cancellation policies
Channel pricing/markup details	Configure channel settings

Cannot access:

• Property descriptions/settings
• Bookings
• Calendar/availability
• Guest information
• Financial data (invoices, payouts)

Mark as Secondary

This option lets the collaborator receive email and push notifications about bookings on your property. Only one account per property can be marked as secondary.

Important: This checkbox controls notifications only — it does not grant access to view or edit anything. To give the person actual access to data, also select one or more of the permission boxes above.

Permission Comparison Matrix

Use this matrix to quickly compare what each permission grants:

Permission	Property Settings	Bookings	Guest Info	Booking Prices	Calendar	Channels	Notifications
Property Configuration	Edit	No	No	No	No	No	No
Viewing & Creating Bookings	No	Full	Yes	Full	Dates only	No	No
See Availability	No	Dates only	No	No	Read-only	No	No
Distribution & Publication	No	No	No	No	No	Full	No
Mark as Secondary	No	No	No	No	No	No	Yes

Financial Data Access

Financial data is protected and restricted to the primary collaborator only. No other collaborator, regardless of their permission settings, can access:

• Invoices section
• Payouts section
• Payment status details

Note: Collaborators with the "Viewing and Creating Bookings" permission can see payout amounts and commission details on individual bookings, but they cannot access the dedicated Invoices or Payouts sections where you view and download financial documents and payout history.

Best Practices for Managing Collaborators

Follow these guidelines to ensure secure and efficient collaborator management:

• Grant minimal necessary access: Only assign permissions that team members need to complete their specific tasks.
• Review permissions regularly: Periodically review who has access and what they can see, especially if roles change.
• Use Property Configuration for administrative staff: Give property managers and administrators access to update descriptions, photos, and pricing without seeing bookings.
• Use See Availability for operational staff: Provide cleaners and maintenance teams with occupancy information without exposing guest details or financial data.
• Use Viewing and Creating Bookings for co-hosts: Allow co-hosts and booking assistants to manage reservations and guest communication with full booking visibility.
• Set up secondary notification receivers: Use the "Mark as Secondary" option for team members who need booking alerts but limited or no system access.
• Leverage PME accounts for property managers: When working with professional property management companies, use the PME structure for better integration and financial access options.

Getting Help with Collaborator Management

If you have questions about setting up collaborators or determining the right permissions for your team, please reach out using our contact form. Our support team is here to help you configure access that works best for your property management needs.