Managing collaborators on your property is essential for streamlining operations and ensuring the right team members have access to the information they need. This guide explains how to manage different types of collaborators and the permissions available for each role.

Understanding Collaborator Types

Your property can have multiple collaborators, each with different levels of access based on their role and responsibilities. The main collaborator types are:

• Primary Collaborator (Editor)
• Co-hosts and Assistants
• Cleaners and Maintenance Staff
• Property Managers
• Team Members with Specific Roles

Quick Reference: Common Collaborator 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 unless other permissions are added.
Someone managing property settings only	Property configuration	Edit property info, 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 specifically for property management businesses.

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

Important: 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 and functions:

• 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

The primary collaborator is the only person who can access payout details, invoices, and payment information. This account is legally linked to your property agreement with Holidu.

Managing Collaborator Permissions

When adding a collaborator to your property, you can grant one or more permissions. Each permission grants access to specific areas and functions. Here's a detailed breakdown of each permission type:

Property Configuration

What collaborators 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)

Important limitations:

• 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

What collaborators can see regarding bookings:

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

What collaborators 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 collaborators cannot access:

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

Important 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 designed for people who need to know when the property is occupied without seeing sensitive details.

What collaborators can see regarding bookings:

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 information
Booking ID	Channel information

What collaborators can do 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

This permission is best suited for cleaners, maintenance staff, or anyone who needs to know when the property is occupied but should not see financial data or guest contact details.

Distribution and Publication

What collaborators can view:

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

What collaborators can modify:

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

What collaborators cannot access:

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

Mark as Secondary

This option allows a 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 and does not grant access to view or edit anything in the system. To give a person actual access to property data, you must also select one or more of the permission checkboxes listed above.

Permission Comparison Matrix

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	Yes	Full	Dates only	No	No
See Availability	No	Dates only	No	No	Read-only	No	No
Distribution and Publication	No	No	No	No	No	Full	No
Mark as Secondary	No	No	No	No	No	No	Yes

Financial Data Access

No collaborator except the Primary (Editor) can access financial sections, regardless of which permissions are granted. Restricted financial areas include:

• Invoices section
• Payouts section
• Payment status documentation

Important 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 and download financial documents and payout history.

Best Practices for Managing Collaborators

• Assign minimum necessary permissions: Grant only the permissions each collaborator needs to perform their role effectively
• Review permissions regularly: Periodically check your collaborator list and update permissions as roles change
• Use secondary notifications strategically: Assign the secondary notification status to team members who need to stay informed about bookings
• Keep financial access secure: Only the primary collaborator should have access to financial information
• Consider PME for property managers: Professional property managers benefit from dedicated PME accounts with mandate relationships

Need Help?

If you have questions about managing your collaborators or need assistance setting up the right permissions for your team, please use our contact form to reach out to our support team. We're here to help you streamline your property management.