How Can You Manage Your Collaborators?

Managing collaborators effectively ensures your property runs smoothly while keeping sensitive information secure. This guide explains the different types of collaborators and how to set up the right permissions for each role.

Understanding Collaborator Types

Your property can have multiple collaborators, each with different levels of access based on their responsibilities. The permissions system allows you to grant specific access rights tailored to what each person needs to do.

Quick Reference: Common Use Cases

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.

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 them with proper operational access designed for property management businesses.

Alternatively, if you prefer to grant property manager access as a collaborator, you can assign them 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 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 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

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

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 property information and setup.

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

Limitations: 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

This permission grants full access to booking information and management capabilities.

What They Can See

• 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

• Create manual bookings
• Modify manual bookings
• Cancel bookings
• Update guest information on bookings
• 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 and descriptions
• Distribution channel management
• Pricing configuration

Note: To see the calendar view, also grant the See Availability permission. If KYC verification is not complete, guest contact details may be hidden.

See Availability

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

• Booking dates (check-in and check-out)
• Number of guests (adults, children, babies)
• Booking status (confirmed, canceled)
• Booking ID
• Which dates are available
• Blocked date ranges

What They Cannot See

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

What They Can Do

• 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 in the system

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

This permission controls access to your distribution channels and publication settings.

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 and settings
• Bookings
• Calendar and availability
• Guest information
• Financial data (invoices and 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 and does not grant access to view or edit anything in the system. To give the person actual access to property data, also select one or more of the other permission checkboxes.

Quick 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	Enabled

Financial Data Access

No collaborator except the Primary (Editor) can access financial information. This applies to all collaborator permission combinations.

Restricted Areas

• Invoices section
• Payouts section
• Payment status

Important 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, download, and manage financial documents and payout history.

Best Practices for Managing Collaborators

Follow these recommendations to ensure secure and efficient property management:

• Grant only the permissions each collaborator needs for their role
• Review permissions regularly and remove access when collaborators no longer need it
• Use the See Availability permission for service providers like cleaners who only need to know occupancy
• Assign the Mark as Secondary permission to key team members so they stay informed about bookings
• Keep the Primary Collaborator role limited to trusted individuals with full responsibility
• Use Property Configuration permission for design and content management tasks
• Assign Distribution and Publication permissions to team members handling channel management

Need Help Managing Your Collaborators?

If you have questions about setting up the right permissions for your team, please use our contact form and we will be happy to assist you.