Managing collaborators on your property is essential for delegating tasks and ensuring your team has the right access levels. This guide explains the different types of collaborators and how to manage them effectively.

Understanding Collaborator Types

Your property can have multiple collaborators, each with different permission levels based on their role and responsibilities. Understanding these types helps you maintain security while enabling your team to work efficiently.

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 should typically be the main property owner or authorized manager.

Primary collaborators can access:

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

Important: Only the primary collaborator can access payout details and invoices. This restriction is in place to protect your financial information.

Permission-Based Collaborators

Beyond the primary collaborator, you can add team members with specific permissions tailored to their roles. Each permission grants access to different areas of your property management system.

Property Configuration Permission

This permission allows collaborators to manage your property's information and settings.

Collaborators with this permission can:

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

They cannot access:

• Any bookings or guest information
• Financial data or distribution channels
• Blocked dates management
• Performance metrics or collaborator management
• Publishing controls

Note: If your property is already published, the location cannot be edited through this permission.

Viewing and Creating Bookings Permission

This permission enables collaborators to manage bookings and understand your revenue details.

Collaborators with this permission can:

• View full booking details including guest name, email, phone, and address
• See complete price breakdowns and payout amounts
• Create and modify manual bookings
• Cancel bookings
• Update guest information on bookings
• View booking history and modifications
• Manage blocked dates including creating, editing, and deleting them
• Access booking comments and notes

They cannot access:

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

Tip: To provide calendar visibility alongside this permission, also grant the "See Availability" permission.

See Availability Permission

This read-only permission is ideal for team members who need to know when your property is occupied without accessing sensitive information.

Collaborators with this permission can:

• View booking dates with check-in and check-out times
• See the number of guests (adults, children, and babies)
• Check booking status (confirmed or canceled)
• View booking IDs
• See which dates are available
• Identify blocked date ranges

They cannot see:

• Guest names, email addresses, or phone numbers
• Price breakdowns or booking totals
• Payout or commission information
• Channel information
• Comments or notes on blocked dates

Best for: Cleaners, maintenance staff, and others who need to coordinate around occupied dates but shouldn't access financial or guest details.

Distribution and Publication Permission

This permission allows collaborators to manage which platforms your property appears on.

Collaborators with this permission can:

• View connected distribution channels
• Activate new distribution channels such as Airbnb and Booking.com
• Deactivate existing channels
• Enable or disable sub-channels
• Configure cancellation policies per channel
• Set channel pricing and markups

They cannot access:

• Property descriptions or settings
• Bookings or guest information
• Calendar or availability information
• Financial data including invoices and payouts

Mark as Secondary Option

This setting enables a collaborator to receive email and push notifications about bookings on your property. Only one collaborator account per property can be marked as secondary.

Important: Marking someone as secondary only controls notifications—it does not grant them access to view or edit anything in your system. To give them actual access, you must also select one or more permission checkboxes.

Common Use Cases and Recommended Setups

For Cleaners and Maintenance Staff

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

For Co-Hosts and Assistants

Grant both "See Availability" and "Viewing and Creating Bookings" permissions. This enables them to view the calendar, access full booking details including guest contact information, and manage bookings as needed.

For Someone Who Should Receive Notifications Only

Mark them as secondary. If they also need to view or edit information, add the appropriate permissions alongside this setting.

For Property Configuration Management

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

For Professional Property Managers

If you work with a professional property manager, the recommended approach is for them to create a Property Management Expert (PME) account and establish a mandate relationship with your property. This provides 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 provides comprehensive operational access to manage your property.

Important: Collaborators can never access financial data such as invoices and payouts—only the PME model allows invoice access to property managers.

Permission Comparison Matrix

This quick reference shows which permissions grant access to different areas:

Permission	Property Settings	Bookings	Guest Info	Booking Prices	Calendar	Distribution Channels	Notifications
Property Configuration	Edit	None	None	None	None	None	None
Viewing and Creating Bookings	None	Full Access	Full Access	Full Access	Dates Only	None	None
See Availability	None	Dates Only	None	None	Read-Only	None	None
Distribution and Publication	None	None	None	None	None	Full Access	None
Mark as Secondary	None	None	None	None	None	None	Yes

Financial Data Protection

No collaborator except the primary account holder can access your invoices section, payouts section, or payment status information. This restriction applies regardless of which permissions are granted.

Collaborators with "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 and download financial documents and payout history.

Best Practices for Managing Collaborators

• Grant minimum necessary access: Only provide permissions that are essential for each collaborator's role.
• Review permissions regularly: Update permissions when responsibilities change or team members leave.
• Use secondary status strategically: Mark one team member as secondary to ensure important booking notifications reach the right person.
• Protect financial data: Keep financial access limited to the primary account holder unless you establish a PME relationship with a professional property manager.
• Combine permissions as needed: Mix and match permissions to create the exact access level your team members need.

Need Additional Help?

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