Managing collaborators on your property is essential for delegating tasks and ensuring the right people have access to the information they need. Different types of collaborators require different levels of access depending on their role. This guide explains how to manage each collaborator type and what permissions they should have.

Understanding Collaborator Types

Your property can have multiple collaborators, each with specific access levels based on their responsibilities. The key is granting only the permissions necessary for their role to maintain security and privacy.

Quick Reference: Common Use Cases

Here are the most common scenarios and recommended setup for each:

Who needs access?	Recommended Setup	What They Can Do
Cleaner or Maintenance person	See availability	View when the property is occupied or available. Cannot see guest details or pricing.
Co-host or Assistant	See availability plus Viewing and creating bookings	View calendar and full booking details, including guest names and contact information.
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 without additional permissions.
Someone managing property settings only	Property configuration	Edit property information, amenities, photos, and pricing. Cannot see bookings or calendar.

Working with Professional 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 them with proper operational access designed for property management businesses.

Alternatively, if you prefer not to use the PME structure, you can grant your property manager all collaborator permissions: Property configuration, See availability, Viewing and creating bookings, and Distribution and publication. This gives them full operational access to manage the property.

Important note: Collaborators can never access financial data such as invoices and payouts, regardless of their permission level. 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 and operations.

What the Primary Collaborator Can Access:

• 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, and 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 our platform.

Managing Collaborator Permissions

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

Property Configuration Permission

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

What they can view and edit:

• Property descriptions and titles
• Photos (upload, delete, reorder)
• Amenities and facilities
• Room and unit information
• Pricing and seasonal rates
• Additional fees
• Arrival and check-in instructions
• Calendar sync setup (iCal import)
• Calendar export (iCal)

What they cannot access:

• Bookings and booking details
• Financial data (invoices and payouts)
• Distribution channels
• Guest information
• Blocked dates management
• Performance metrics
• Collaborator management
• Publishing controls

Limitations: The property location becomes read-only after the property is published. To view or manage blocked dates, the collaborator also needs the Viewing and Creating Bookings permission.

Viewing and Creating Bookings Permission

This permission provides access to booking management and calendar availability management.

What they can see regarding bookings:

• Full booking details
• Guest name, email, phone, and address
• Complete price breakdown
• Payout amounts
• Commission details
• Channel information
• Booking history and modifications

What they can do regarding bookings:

• Create manual bookings
• Modify manual bookings
• Cancel bookings
• Update guest information on bookings

What they can do regarding blocked dates:

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

What they cannot access:

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

Notes: To see the calendar view, also grant the See availability permission. If you have not completed KYC verification, guest contact details may be hidden until verification is complete.

See Availability Permission

This is a read-only calendar view designed for people who need to know when the property is occupied without seeing sensitive details.

What they can see regarding bookings:

• Booking dates (check-in and check-out)
• Number of guests (adults, children, and babies)
• Booking status (confirmed, canceled)
• Booking ID

What they cannot see:

• Guest name, email, or phone
• Price breakdown or totals
• Payout or commission information
• Channel information
• Any financial data

What they can do regarding the calendar:

• View which dates are available
• See blocked date ranges
• Access the property in the system

What they cannot do:

• Block or unblock dates
• See comments or notes on blocked dates
• 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 should not see financial or guest contact details.

Distribution and Publication Permission

This permission controls access to distribution channel management.

What they can view:

• Connected distribution channels
• Channel connection status
• Sub-channel status
• Cancellation policies per channel
• Channel pricing and markup details

What they can modify:

• Activate new channels (Airbnb, Booking.com, etc.)
• Deactivate existing channels
• Enable or disable sub-channels
• Set cancellation policies
• Configure channel settings

What they cannot access:

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

Mark as Secondary

This option allows the collaborator to 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 in the system. If you want the person to actually access data, you must also assign one or more of the other permission checkboxes above.

Permissions Comparison Matrix

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	Notifications only

Financial Data Access

An important security measure is that no collaborator, except the primary collaborator (Editor), can access financial information.

What collaborators cannot access:

• Invoices section
• Payouts section
• Payment status details

This restriction applies to all collaborator permission combinations, regardless of which permissions you grant.

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

Best Practices for Managing Collaborators

• Grant only the minimum permissions necessary for each collaborator to perform their role
• Regularly review your collaborators and remove access when no longer needed
• Use the See availability permission for staff who only need to know availability, such as cleaners
• Use Property configuration permission for those managing descriptions, photos, and rates
• Use Viewing and Creating bookings for co-hosts and assistants who manage reservations
• Consider the PME (Property Management Expert) model if working with professional property managers who need financial access
• Keep the primary collaborator account secure as it has complete access to all data

Need Additional Help?

If you have questions about setting up collaborators or need assistance managing permissions, please use our contact form to reach out to our support team. We are here to help you configure the perfect access levels for your property management needs.