Managing collaborators effectively is essential for running your property smoothly. This guide explains the different types of collaborators you can add to your property and how to manage their access levels based on what they need to accomplish.

Quick Reference: Common Use Cases

Before diving into detailed permissions, here are some common scenarios and recommended setups:

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 and push notifications about bookings. Does not grant access to view anything in the system.
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 approach is for them to create a PME (Property Management Expert) account and establish a mandate relationship with your property. This provides proper operational access designed for property management businesses.

If you prefer to give your property manager access as a collaborator instead, you can grant them all permissions: Property configuration, See availability, Viewing and creating bookings, and Distribution & publication. This gives them full operational access to manage the property.

Important note: Collaborators can never access financial data such as invoices and payouts. Only the PME model allows you to grant invoice access to a property manager.

Primary Collaborator (Editor)

The primary collaborator has complete access to all property data:

• 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 via email and push

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

Permission Checkboxes Explained

When adding a collaborator, you can grant one or more permissions. Each permission grants access to specific areas of your property management system.

Property Configuration

This permission allows collaborators to manage your property's information and settings.

What they can view and edit:

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

Limitations:

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

Viewing and Creating Bookings

Grant this permission to collaborators who need to manage reservations and access booking details.

Regarding bookings, they can see:

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 and modifications

Regarding blocked dates:

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

They cannot access:

• Property settings and 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, ideal for team members who need to know availability without accessing sensitive information.

Regarding bookings, they can see:

Can See	Cannot See
Booking dates (check-in and 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 or notes on blocked dates
Access the property in the system	Edit any property settings
	Manage iCal sync or export
	Modify anything

This permission is ideal 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 and Publication

Use this permission for collaborators managing your distribution channels and publication 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 or disable sub-channels
Cancellation policies per channel	Set cancellation policies
Channel pricing and markup details	Configure channel settings

They cannot access:

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

Mark as Secondary

This option lets the collaborator receive email and push notifications about bookings on this 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 in the system. To give the person actual access to data, also select one or more of the other permission boxes above.

Quick Comparison Matrix

Use this table to quickly compare what each permission type allows:

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

Financial Data Access

No collaborator except the Primary Editor can access:

• Invoices section
• Payouts section
• Payment status details

This applies to all collaborator permission combinations. 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.

Managing Your Collaborators Effectively

When adding collaborators to your property, follow these best practices:

• Grant only the minimum permissions necessary for each collaborator to perform their role
• Regularly review collaborator permissions to ensure they still match each person's responsibilities
• Use "See availability" for staff who should not access booking or pricing details
• Reserve "Viewing and Creating Bookings" for trusted team members who handle reservations
• Assign "Mark as secondary" to one person who should receive booking notifications
• Keep "Property Configuration" limited to those managing listings and descriptions

If you need further assistance with managing collaborators or have questions about specific permission setups for your property, please use our contact form to reach out to our support team.