Managing collaborators effectively is essential for maintaining control over your property while delegating tasks to trusted team members. This guide explains the different types of collaborators you can add to your property and how to manage their access permissions.

Understanding Collaborator Types

Your property can have multiple collaborators, each with different levels of access based on their role and responsibilities. The permissions you grant determine what data they can view and what actions they can perform.

Primary Collaborator (Editor)

The primary collaborator has complete access to all property data and management functions. This is typically the property owner or main account holder who is legally linked to your property agreement.

What the Primary Collaborator Can Access:

• Full calendar access including booked, blocked, and available dates with price details
• Complete booking information including guest details, price breakdown, and payment status
• All financial data such as invoices, payouts, and payment information
• All property configuration and settings
• All guest reviews
• Ability to view and manage other collaborators
• All notifications via email and push

Only the primary collaborator can access payout details, invoices, and payment information, as this account is legally responsible for the property agreement with Holidu.

Adding and Managing Collaborators

When adding collaborators to your property, you can grant specific permissions based on their role and what they need to accomplish. These permissions work independently, allowing you to create a customized access level for each team member.

Permission Types Explained

Property Configuration

Grant this permission to collaborators who need to manage property information and settings.

What They Can View and Edit:

• Property descriptions and titles
• Photos (upload, delete, and reorder)
• Amenities and facilities
• Room or unit information
• Pricing and seasonal rates
• Additional fees
• Arrival and check-in instructions
• Calendar synchronization setup (iCal import)
• Calendar export (iCal)

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 Note: The property location is read-only if the property is already published. To view or manage blocked dates, the collaborator also needs the "Viewing and Creating Bookings" permission.

Viewing and Creating Bookings

This permission is ideal for co-hosts and assistants who need to manage reservations and guest information.

What They Can See About Bookings:

• 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 or descriptions
• Distribution channel management
• Pricing configuration

Note: To see the calendar view, also grant the "See availability" permission. If you haven't completed KYC (Know Your Customer) verification, guest contact details may be hidden until verification is complete.

See Availability

This read-only calendar permission is perfect for cleaners, maintenance staff, or anyone who needs to know when the property is occupied without accessing sensitive information.

What They Can See About Bookings:

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

What They Cannot See:

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

What They Can Do on the Calendar:

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

What They Cannot Do:

• Block or unblock dates
• View comments or notes on blocked dates
• Edit any property settings
• Manage iCal synchronization or export
• Modify anything on the property

Distribution and Publication

This permission allows collaborators to manage your property's presence across booking platforms and channels.

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 such as Airbnb and Booking.com
• Deactivate existing channels
• Enable or disable sub-channels
• Set cancellation policies
• Configure channel settings

What They Cannot Access:

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

Mark as Secondary

This option enables 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 controls notifications and does not grant access to view or edit anything in the system. To give them actual access to property data, you must also select one or more of the other permission checkboxes.

Common Use Cases and Recommended Setup

Cleaner or Maintenance Person

Grant the "See availability" permission so they can view when the property is occupied or available. They cannot see guest details or pricing information, protecting guest privacy while keeping your team informed.

Co-host or Assistant

Grant both "See availability" and "Viewing and creating bookings" permissions. This allows them to view the calendar, access full booking details including guest names and contact information, and manage reservations as needed.

Team Member Who Receives Notifications

Mark them as secondary. This alone does not grant access to view anything in the system. Add other permissions if they also need to see data or perform other tasks.

Property Configuration Manager

Grant only the "Property configuration" permission. This allows them to edit property information, amenities, photos, and pricing without access to bookings, guest information, or calendar details.

Professional Property Manager

If you work with a professional property management business, 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 for property management businesses and can include access to financial data.

If you prefer not to use the PME structure and want to add your property manager as a standard collaborator, grant them all 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 primary collaborator and those using the PME account structure can access this information.

Permission Comparison Matrix

The following table provides a quick reference for what each permission allows:

Permission	Property Settings	Bookings	Guest Info	Booking Prices	Calendar	Channels	Notifications
Property Configuration	Can Edit	No	No	No	No	No	No
Viewing and Creating Bookings	No	Full Access	Yes	Full Details	Dates Only	No	No
See Availability	No	Dates Only	No	No	Read-Only	No	No
Distribution and Publication	No	No	No	No	No	Full Access	No
Mark as Secondary	No	No	No	No	No	No	Yes

Financial Data Access

No collaborator except the primary collaborator can access the Invoices section, Payouts section, or payment status information. This restriction applies regardless of what other permissions you grant.

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

• Grant only the permissions necessary for each collaborator to perform their specific role
• Regularly review collaborator access and remove permissions that are no longer needed
• Use the "See availability" permission for team members who only need to know occupancy status
• For sensitive operations like financial management, keep access limited to the primary collaborator or use the PME account model
• Communicate clearly with collaborators about what permissions you have granted and what they can or cannot do
• Consider using the secondary notification option in combination with other permissions to ensure important team members stay informed

Need Help?

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