Managing collaborators effectively is essential for running your property smoothly. Whether you need a cleaner to check availability, a co-host to handle bookings, or a property manager to oversee operations, the right permission setup ensures everyone has access to exactly what they need—no more, no less.

Understanding Collaborator Types

Different team members have different roles and responsibilities. Your platform supports flexible permission management so you can customize access for each collaborator based on their specific duties.

Quick Reference: Common Use Cases

Who needs access?	Recommended Setup	What They Can Do
Cleaner / Maintenance person	See availability	View when property is occupied vs. 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/push notifications about bookings. Does not grant access to view anything in the system—add other permissions if they also need to see data.
Someone managing property settings only	Property configuration	Edit property info, amenities, photos, pricing. Cannot see bookings or calendar.

What about Property Managers?

If you work with a professional property manager, the recommended setup is for them to create a PME (Property Management Expert) account and establish a mandate relationship with your property. This gives them proper operational access designed for property management businesses.

If you prefer not to use the PME structure and just want to give your property manager access as a collaborator, you can grant them all permissions: Property configuration + See availability + Viewing and creating bookings + Distribution & publication.

This gives them full operational access to manage the property. However, note that collaborators can never access financial data (invoices, payouts)—only the PME model allows you to grant invoice access to a property manager.

The Primary Collaborator (Editor)

The primary collaborator has complete access to all property data and operations. This account holds special significance because it is legally linked to property agreements with Holidu.

What the Primary Collaborator Can Access

• 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

Only the primary collaborator can access payout details, invoices, and payment information. This unrestricted access reflects their role as the main account holder for the property.

Permission Checkboxes Explained

When adding a collaborator, you can grant one or more of these permissions. Each permission opens access to specific areas of your property management system.

Property Configuration

This permission allows collaborators to manage your property's appearance, details, and setup—but nothing related to bookings or finances.

What they can view and edit

• Property descriptions and titles
• Photos (upload, delete, reorder)
• Amenities and facilities
• Room or 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 or reservations
• Financial data (invoices, payouts)
• Distribution channels
• Guest information
• Blocked dates management
• Performance metrics
• Collaborator management
• Publishing controls

Important limitations

Your property location is read-only if the property is already published on distribution channels. Collaborators can configure iCal sync and export, but viewing or managing blocked dates requires the "Viewing and Creating Bookings" permission.

Viewing and Creating Bookings

Grant this permission to team members who need to see booking details, manage reservations, or create manual bookings. This is essential for co-hosts and booking managers.

Regarding bookings, they can

• See full booking details
• View guest name, email, phone, and address
• See complete price breakdown
• View payout amounts and commission details
• Access channel information
• Review booking history and modifications
• Create manual bookings
• Modify manual bookings
• Cancel bookings
• Update guest information on bookings

Regarding blocked dates, they can

• View blocked dates with comments and notes
• Create new blocked dates
• Edit existing blocked dates
• Delete blocked dates (if they are not immutable)

They cannot access

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

Important notes

To provide a calendar view, also grant the "See availability" permission alongside this one. If your property owner has not completed KYC (Know Your Customer) verification, guest contact details may be hidden until verification is complete.

See Availability

This read-only calendar view is designed for people who need to know when your property is occupied or available, without access to sensitive financial or guest information. It's perfect for cleaners, maintenance staff, or anyone coordinating schedules.

Regarding bookings, they can see

• Booking dates (check-in and check-out)
• Number of guests (adults, children, babies)
• Booking status (confirmed, cancelled)
• Booking ID

Regarding bookings, they cannot see

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

Regarding the calendar, they can

• View which dates are available
• See blocked date ranges
• Access the property in the system

Regarding the calendar, they cannot

• Block or unblock dates
• See comments or notes on blocked dates
• Edit any property settings
• Manage iCal sync or export
• Modify anything on the calendar

Distribution & Publication

This permission controls access to your distribution channels—where your property is listed (such as Airbnb, Booking.com, and other platforms). Use this for team members managing your online presence across multiple channels.

They can view

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

They can modify

• Activate new channels
• Deactivate existing channels
• Enable or disable sub-channels
• Set cancellation policies
• Configure channel settings

They cannot access

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

Mark as Secondary

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

This setting controls notifications only—it does not grant access to view or edit anything in the system. To give someone actual access to property data, you must also check one or more of the other permission boxes above.

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 & 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 & 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

Financial security is paramount. No collaborator except the Primary (Editor) can access:

• Invoices section
• Payouts section
• Payment status details

This restriction applies to all collaborator permission combinations, regardless of how many permissions you grant.

What collaborators see on individual bookings

Collaborators with "Viewing and Creating Bookings" permission can see payout amounts and commission details displayed on individual booking records. However, 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 guidelines to maintain security and operational efficiency:

• Assign only the permissions each collaborator needs to do their job
• Review collaborator permissions regularly, especially when roles change
• Use "See availability" for staff who only need to check occupancy schedules
• Grant "Viewing and Creating Bookings" to co-hosts and booking coordinators
• Reserve "Property Configuration" for team members updating listings and photos
• Use "Distribution & Publication" only for those managing your online channels
• Mark one person as secondary to ensure important booking notifications reach a backup contact
• Keep the primary collaborator account secure—this is your main account for the property

Need Help Managing Your Team?

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