Managing collaborators is essential for running your property efficiently. Different types of collaborators need different levels of access based on their roles and responsibilities. This guide explains how to manage each collaborator type and what permissions to grant them.

Understanding Collaborator Types and Their Roles

When you add a collaborator to your property, you can assign specific permissions based on what they need to do. The right permission setup ensures your team has access to what they need while keeping sensitive information secure.

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 available.

Primary collaborator permissions include:

• Full calendar access including booked, blocked, and available dates with pricing details
• Complete booking information including guest details, price breakdowns, and payment status
• Access to invoices, payouts, and payment information
• Ability to view and edit all property settings and configurations
• Access to all guest reviews
• Authority to manage all other property collaborators
• Receiving all notifications via email and push

Important: Only the primary collaborator can access financial data including invoices, payouts, and payment information. No other collaborator type can view this data regardless of other permissions granted.

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 manage property information and settings.

What they can view and edit:

• Property descriptions and titles
• Photos including uploading, deleting, and reordering
• Amenities and facilities information
• Room and unit details
• Pricing and seasonal rates
• Additional fees
• Arrival and check-in instructions
• Calendar sync setup using iCal import
• Calendar export capabilities

What they cannot access:

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

Important limitations: If your property is already published, the location setting becomes read-only. To manage blocked dates, your collaborator needs the Viewing and Creating Bookings permission in addition to this permission.

Viewing and Creating Bookings Permission

This permission gives collaborators full access to booking information and management capabilities.

What they can see regarding bookings:

• Full booking details and booking history
• Guest names, email addresses, phone numbers, and physical addresses
• Complete price breakdowns
• Payout amounts and commission details
• Channel information for each booking
• Record of all booking modifications

What they can do:

• Create manual bookings
• Modify existing manual bookings
• Cancel bookings
• Update guest information on bookings
• View blocked dates with associated comments and notes
• Create new blocked dates
• Edit existing blocked dates
• Delete blocked dates when permitted

What they cannot access:

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

Note: If you want this collaborator to see the calendar view, also grant them the See Availability permission. Guest contact details may be hidden until you complete KYC verification.

See Availability Permission

This read-only calendar permission is ideal for people who need to know when your property is occupied without seeing sensitive details.

What they can see:

• Booking dates showing check-in and check-out times
• Number of guests including adults, children, and babies
• Booking status such as confirmed or cancelled
• Booking identification numbers
• Which dates are available for booking
• Blocked date ranges on the calendar

What they cannot see:

• Guest names, email addresses, or phone numbers
• Price breakdowns or total amounts
• Payout or commission information
• Channel information
• Comments or notes on blocked dates
• Any financial data

What they can do:

• View the property in the system
• Access the calendar

What they cannot do:

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

Best used for: Cleaners, maintenance staff, and other team members who need to know when the property is occupied but should not see financial details or guest information.

Distribution and Publication Permission

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

What they can view:

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

What they can modify:

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

What they cannot access:

• Property descriptions or settings
• Bookings and booking details
• Calendar and availability information
• Guest information
• Financial data including invoices and payouts

Mark as Secondary Option

This setting 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: Marking someone as secondary only enables notifications. It does not grant them any access to view or edit information in your system. To give them actual access to property data, you must also grant them one or more of the other permissions listed above.

Common Collaborator Setups

Different roles require different permission combinations. Here are recommended setups for common scenarios:

Cleaner or Maintenance Staff

Grant: See Availability permission

They can view when the property is occupied or available without seeing guest details or pricing information. This is ideal for scheduling cleaning and maintenance work.

Co-host or Assistant

Grant: See Availability plus Viewing and Creating Bookings permissions

They can view the calendar and full booking details including guest names and contact information. They can also create and modify bookings as needed.

Someone Who Should Receive Booking Notifications

Grant: Mark as Secondary checkbox only

They receive email and push notifications about bookings but do not have access to view anything in the system. Add other permissions if they also need to see property data.

Property Settings Manager

Grant: Property Configuration permission

They can edit property information, amenities, photos, and pricing but cannot see bookings or the calendar.

Property Manager

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 specifically for property management businesses.

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 provides comprehensive operational access to manage your property.

Important note: Collaborators can never access financial data such as invoices and payouts regardless of permissions granted. Only the PME model allows financial access to be granted to property managers.

Permission Comparison Matrix

This matrix shows which permissions provide access to different areas of your property management system:

Permission Type	Property Settings	Bookings	Guest Info	Booking Prices	Calendar	Channels	Notifications
Property Configuration	Can 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	Can Receive

Understanding Financial Data Access

Financial information has the most restricted access in the system. Only the primary collaborator can view and access financial data.

No other collaborator can access:

• The Invoices section
• The Payouts section
• Payment status information

This restriction applies to all collaborator permission combinations regardless of what other permissions you grant.

Exception for booking-level details: Collaborators with the Viewing and Creating Bookings permission can see payout amounts and commission details when viewing individual bookings. However, they cannot access the dedicated Invoices or Payouts sections where you view and download financial documents and review payout history.

Best Practices for Managing Collaborators

When setting up collaborators for your property, consider these best practices:

• Grant only the permissions each collaborator needs to perform their specific role
• Use the See Availability permission for team members who only need to know occupancy status
• Reserve the primary collaborator account for yourself or your most trusted team member
• Review and update collaborator permissions regularly as roles and responsibilities change
• Mark only one collaborator as secondary to avoid notification confusion
• Keep the primary collaborator account secure as it has full access to all property data including financial information

Need More Help

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