Managing collaborators on your property is essential for keeping operations running smoothly. Whether you're working with a cleaner, co-host, property manager, or other team members, understanding the different collaborator types and their permissions will help you grant the right access level for each person's role.

Understanding Collaborator Types

There are several ways to set up collaborators depending on what they need to accomplish. Each collaborator type has different access levels to your property data, bookings, calendar, and financial information.

Primary Collaborator (Editor)

The primary collaborator has complete access to all property data and operations. This account is legally linked to your property agreements with Holidu.

A primary collaborator can view and edit:

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

Only the primary collaborator can access payout details, invoices, and payment information. This ensures financial data remains secure and legally traceable.

Permission-Based Collaborators

Beyond the primary collaborator, you can add team members with specific permissions tailored to their responsibilities. By selecting individual permission checkboxes, you control exactly what each collaborator can access and modify.

Common Use Cases and Recommended Setup

Who Needs Access	Recommended Setup	What They Can Do
Cleaner or Maintenance Person	See Availability	View when the property is occupied versus available. Cannot see guest details or pricing information.
Co-host or Assistant	See Availability plus Viewing and Creating Bookings	View the full calendar, access complete booking details including guest names and contact information, and manage bookings.
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 unless other permissions are also added.
Someone Managing Property Settings Only	Property Configuration	Edit property information, amenities, photos, and pricing. Cannot see bookings or calendar data.

Property Managers

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 and want to add your property manager as a collaborator instead, you can grant them all permissions: Property Configuration, See Availability, Viewing and Creating Bookings, and Distribution and Publication. This combination gives them full operational access to manage the property.

Important note: Collaborators can never access financial data such as invoices and payouts, regardless of their permission combination. Only the PME model allows you to grant invoice access to a property manager.

Permission Checkboxes Explained

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

Property Configuration

This permission allows collaborators to view and edit property information.

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
• Modify pricing and seasonal rates
• Configure additional fees
• Edit arrival and check-in instructions
• Set up and configure calendar sync using iCal import
• Export calendar using iCal

Collaborators with this permission cannot:

• Access bookings or reservations
• View financial data such as invoices or payouts
• Manage distribution channels
• See guest information
• Manage blocked dates
• View performance metrics
• Manage other collaborators
• Access publishing controls

Special note: The property location becomes read-only once your property is published. Additionally, while iCal sync and export can be configured with this permission, viewing or managing blocked dates requires the Viewing and Creating Bookings permission.

Viewing and Creating Bookings

This permission grants access to all booking information and calendar management capabilities.

Regarding bookings, collaborators with this permission can:

• View full booking details including guest name, email, phone number, and address
• See complete price breakdowns and payout amounts
• View commission details and channel information
• Access booking history and modification records
• Create manual bookings
• Modify and cancel existing bookings
• Update guest information on bookings

Regarding blocked dates, collaborators with this permission can:

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

Collaborators with this permission cannot:

• Access property settings or descriptions
• Manage distribution channels
• Modify pricing configuration

To view the calendar, also grant the See Availability permission. Note that if the property owner has not completed KYC verification, guest contact details may be hidden until verification is complete.

See Availability

This is a read-only calendar view designed for team members who need to know when the property is occupied without access to sensitive guest or pricing details.

Collaborators with this permission can:

• View booking dates including check-in and check-out times
• See the number of guests, including adults, children, and babies
• View booking status such as confirmed or cancelled
• Access booking IDs
• View which dates are available
• See blocked date ranges
• Access the property in the system

Collaborators with this permission cannot:

• View guest names, emails, or phone numbers
• See price breakdowns or totals
• Access payout or commission information
• View channel information
• Block or unblock dates
• See comments or notes on blocked dates
• Edit property settings
• Manage iCal sync or export
• Modify any data in the system

This permission level is ideal for cleaners, maintenance staff, or anyone who needs to know when the property is occupied but should not have access to financial or guest contact information.

Distribution and Publication

This permission controls access to channel management and publication settings.

Collaborators with this permission can:

• View all connected distribution channels such as Airbnb and Booking.com
• See channel connection status and sub-channel status
• View cancellation policies per channel
• Access channel pricing and markup details
• Activate new distribution channels
• Deactivate existing channels
• Enable or disable sub-channels
• Configure channel-specific settings
• Set cancellation policies

Collaborators with this permission cannot:

• Edit property descriptions or settings
• Access bookings or reservations
• View the calendar or availability
• See guest information
• Access financial data such as invoices or payouts

Mark as Secondary

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

Important: This checkbox only controls notifications and does not grant access to view or edit anything in the system. To give the person actual access to property data, you must also check one or more of the other permission checkboxes.

Quick Comparison of Permissions

Permission	Property Settings	Bookings	Guest Information	Booking Prices	Calendar	Distribution Channels	Notifications
Property Configuration	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	Notifications Only

Financial Data Access

Financial data is restricted to maintain security and legal compliance. No collaborator except the primary collaborator can access the following:

• Invoices section
• Payouts section
• Payment status information

This restriction applies to all collaborator permission combinations, regardless of which checkboxes are selected.

Important distinction: Collaborators who have 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 complete payout history.

Best Practices for Managing Collaborators

When setting up collaborators, follow these guidelines to ensure proper access control:

• Grant only the permissions each person needs to perform their role. Avoid giving unnecessary access to sensitive data.
• Review collaborator permissions regularly, especially when team responsibilities change.
• Use the See Availability permission for staff who only need to know occupancy status, such as cleaners and maintenance personnel.
• Assign the Viewing and Creating Bookings permission to co-hosts and assistants who manage day-to-day operations.
• Use Property Configuration permission for team members who handle property updates and photo management.
• Mark one collaborator as secondary if someone should receive booking notifications but doesn't need other access.
• Keep the primary collaborator account secure, as it has access to all financial information.

Getting Additional Help

If you have questions about setting up collaborators or need assistance determining the right permission combination for your team, please use the contact form to reach our support team. We are here to help you configure your property management system effectively.