How Can You Manage Your Collaborators?

Managing collaborators on your property is essential for distributing tasks and ensuring the right people have access to the information they need. This guide explains the different types of collaborators and how to manage their permissions effectively.

Understanding Collaborator Types

Your property can have multiple collaborators, each with different levels of access based on their role and responsibilities. The permissions you assign determine what data and information they can view and edit.

Primary Collaborator (Editor)

The primary collaborator has complete access to all property data and operations. This account is legally linked to your property agreement and has the highest level of permissions.

The primary collaborator can access:

• Full calendar access including booked, blocked, and available dates with price details
• Complete booking information including guest details, price breakdown, and payment status
• Financial data such as invoices, payouts, and payment information
• All property configuration settings
• All guest reviews
• Collaborator management tools
• All notifications via email and push

Important: Only the primary collaborator can access payout details, invoices, and payment information. This is a key responsibility that comes with this role.

Managing Collaborator Permissions

When adding a collaborator to your property, 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-related information and settings.

Collaborators with this permission can:

• View and edit property descriptions and titles
• Upload, delete, and reorder photos
• Manage amenities and facilities information
• Edit room or unit information
• Configure pricing and seasonal rates
• Set additional fees
• Update arrival and check-in instructions
• Set up and manage iCal calendar sync
• Configure calendar export settings

Collaborators with this permission cannot:

• Access bookings or booking information
• View financial data like invoices or payouts
• Manage distribution channels
• See guest information
• Manage blocked dates
• Access performance metrics
• Manage other collaborators
• Control publishing settings

Note: If your property is already published, the location information becomes read-only. To view and manage blocked dates, the collaborator must also have the "Viewing and Creating Bookings" permission.

Viewing and Creating Bookings Permission

This permission gives collaborators access to booking management and calendar date management.

Collaborators with this permission can see:

• Full booking details and booking history
• Guest names, emails, phone numbers, and addresses
• Complete price breakdowns
• Payout amounts and commission details
• Channel information for each booking
• All blocked dates with comments and notes

Collaborators with this permission can perform:

• Create manual bookings
• Modify manual bookings
• Cancel bookings
• Update guest information on bookings
• Create and edit blocked dates
• Delete blocked dates when applicable

Collaborators with this permission cannot:

• Access property settings or descriptions
• Manage distribution channels
• Modify pricing configuration

Tip: To access the calendar view alongside this permission, also grant the "See Availability" permission.

Note: If you have not completed KYC verification, guest contact details may be hidden from collaborators with this permission until verification is complete.

See Availability Permission

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

Collaborators with this permission can see:

• Booking dates including check-in and check-out times
• Number of guests (adults, children, and babies)
• Booking status such as confirmed or canceled
• Booking identification numbers
• Which dates are available
• Blocked date ranges
• Access to the property in the system

Collaborators with this permission cannot see:

• Guest names, emails, or phone numbers
• Price breakdowns or totals
• Payout or commission information
• Channel information
• Any financial data
• Comments or notes on blocked dates

Collaborators with this permission cannot:

• Block or unblock dates
• Edit any property settings
• Manage iCal sync or export
• Modify anything on the property

This permission is ideal for cleaners, maintenance staff, or anyone who needs to know property availability without accessing financial or guest contact information.

Distribution and Publication Permission

This permission controls access to distribution channels and publication settings.

Collaborators with this permission can view:

• All connected distribution channels
• Channel connection status
• Sub-channel status
• Cancellation policies for each channel
• Channel pricing and markup details

Collaborators with this permission can modify:

• Activate new channels such as Airbnb or Booking.com
• Deactivate existing channels
• Enable or disable sub-channels
• Set cancellation policies
• Configure channel settings

Collaborators with this permission cannot:

• Access property descriptions or settings
• View bookings or booking information
• View calendar or availability
• See guest information
• Access financial data like invoices or payouts

Mark as Secondary

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

Important: This checkbox controls notifications only and does not grant access to view or edit any property data. To give the collaborator actual access to property information, you must also select one or more of the other permission checkboxes.

Common Use Cases and Recommended Setups

For Cleaners or Maintenance Staff

Grant the "See Availability" permission. This allows them to view when the property is occupied or available without accessing guest details or pricing information.

For Co-hosts or Assistants

Grant the "See Availability" plus "Viewing and Creating Bookings" permissions. This gives them access to the calendar and full booking details, including guest names and contact information, so they can help manage reservations and guest communications.

For Booking Notifications Only

Mark the collaborator as secondary. This enables them to receive email and push notifications about bookings without granting system access. If they also need to see data, add other permissions as needed.

For Property Settings Management

Grant the "Property Configuration" permission. This allows them to edit property information, amenities, photos, and pricing without accessing bookings or calendar information.

For Property Managers

If you work with a professional property management company, they should ideally create a PME (Property Management Expert) account and establish a mandate relationship with your property. This provides proper operational access designed specifically for property management businesses.

If you prefer not to use the PME structure, you can grant your property manager all permissions: Property Configuration, See Availability, Viewing and Creating Bookings, and Distribution and Publication. This provides complete operational access to manage the property.

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

Permission Comparison at a Glance

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

Understanding Financial Data Access

Financial data protection is a key security feature of the platform. No collaborator except the primary collaborator can access the following:

• Invoices section
• Payouts section
• Payment status information

This restriction applies regardless of which permission combinations you assign to a collaborator. The only exception is that collaborators with the "Viewing and Creating Bookings" permission can see payout amounts and commission details displayed 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

When setting up collaborators, consider these best practices:

• Assign only the permissions each collaborator needs to perform their specific role
• Regularly review collaborator permissions to ensure they remain appropriate for current responsibilities
• Use the "Mark as Secondary" option for those who only need booking notifications
• Keep your primary collaborator account secure as it has full access to all property data and financial information
• For property managers, consider using the PME structure if you need to grant invoice access
• Combine permissions thoughtfully—for example, pair "See Availability" with "Viewing and Creating Bookings" for full management capabilities

Need Help?

If you have questions about managing collaborators or setting up the right permissions for your team, 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.