Managing collaborators effectively is essential for running your property smoothly. This guide explains the different types of collaborators you can add and how to manage their access permissions based on what they need to do.

Quick Reference: Common Use Cases

Before diving into the details, here are the most common scenarios and recommended 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 — 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. Note that collaborators can never access financial data (invoices, 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:

• 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, 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 (email and push)

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

Permission Checkboxes Explained

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

Property Configuration

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

What they 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:

• Property location becomes read-only after the property is published
• iCal sync and export can be configured with this permission, but viewing or managing blocked dates requires the "Viewing and Creating Bookings" permission

Viewing and Creating Bookings

This permission gives collaborators access to your booking management system and booking details.

What they can see about bookings:

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

What they can do with blocked dates:

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

What they 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 the verification process is complete

See Availability

This permission provides a read-only calendar view designed for people who need to know when your property is occupied without seeing sensitive financial or guest details.

What they can see about 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 info
Booking ID	Channel information
	Any financial data

What they can do with 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
	Modify anything

Best for: Cleaners, maintenance staff, or anyone who needs to know when your property is occupied but shouldn't see financial information or guest contact details.

Distribution & Publication

This permission controls access to your distribution channel settings and publication options.

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, and others)
• 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, payouts)

Mark as Secondary

This checkbox allows the 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 — it does not grant access to view or edit anything in your system. To give the person actual access to property data, also select one or more of the permission checkboxes listed above.

Permission Comparison Matrix

Use this matrix to quickly see which permissions grant access to different parts of your property management system:

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	Notifications

Understanding Financial Data Access

Financial data is protected and restricted to maintain security and compliance. Here's what you need to know:

No collaborator except the Primary (Editor) can access:

• Invoices section
• Payouts section
• Payment status information

This restriction applies to all collaborator permission combinations.

Important distinction: 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 and download financial documents and payout history.

Best Practices for Managing Collaborators

When setting up collaborators, follow these best practices:

• Grant minimum necessary permissions: Only give collaborators the permissions they need to perform their specific tasks
• Use specific permission combinations: Combine permissions strategically (for example, "See availability" + "Viewing and creating bookings" for co-hosts)
• Review access regularly: Periodically review your collaborator list and update permissions as roles change
• Document responsibilities: Keep track of what each collaborator is responsible for managing
• Protect financial access: Remember that only the primary collaborator can see financial information