Managing collaborators is essential for running your property efficiently. Whether you need a cleaner to check availability, a co-host to handle bookings, or a property manager to oversee operations, our system allows you to grant specific permissions to each collaborator type. This guide explains how to manage different types of collaborators and what access each permission level provides.

Understanding Collaborator Types and Use Cases

Before setting up collaborators, it helps to understand common scenarios and the recommended permission setup for each role:

Who needs access?	Recommended Setup	What They Can Do
Cleaner or Maintenance Person	See Availability	View when the property is occupied or available. Cannot see guest details or pricing.
Co-host or Assistant	See Availability + Viewing and Creating Bookings	View calendar and full booking details, including guest names and contact information.
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.
Someone managing property settings only	Property Configuration	Edit property information, amenities, photos, and pricing. Cannot see bookings or calendar.

Special Case: Professional 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 them with proper operational access designed for property management businesses.

If you prefer to grant your property manager collaborator access instead, you can assign them all permissions: Property Configuration, See Availability, Viewing and Creating Bookings, and Distribution and Publication. This provides full operational access to manage the property. Keep in mind that collaborators cannot access financial data such as invoices and 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 and functions. This account has the highest level of permissions and responsibilities.

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: View and edit all property settings
• Reviews: All guest reviews
• Collaborators: View and manage all property collaborators
• Notifications: Receive all notifications via email and push

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

Permission Checkboxes Explained

When adding a collaborator, you can grant one or more specific permissions. Each permission grants access to particular areas of your property management system. Here is a detailed breakdown of each permission type.

Property Configuration Permission

This permission allows collaborators to view and edit property-related settings and information.

What They Can View and Edit

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

Important Limitations

The property location is read-only if the property is already 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 Permission

This permission grants access to booking information and the ability to manage bookings and blocked dates.

What They Can See Regarding 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 With Bookings

• Create manual bookings
• Modify manual bookings
• Cancel bookings
• Update guest information on bookings

Regarding Blocked Dates

With this permission, collaborators can:

• 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 and descriptions
• Distribution channel management
• Pricing configuration

Additional Notes

To see the calendar view, also grant the "See Availability" permission. If you have not completed KYC verification, guest contact details may be hidden until verification is complete.

See Availability Permission

This is a read-only calendar view designed for people who need to know when the property is occupied without seeing sensitive details. This permission is ideal for cleaners and maintenance staff.

What They Can See Regarding 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 With 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
• See comments or notes on blocked dates
• Edit any property settings
• Manage iCal sync or export
• Modify anything in the system

This permission is best suited for cleaners, maintenance personnel, or anyone who needs to know when the property is occupied but should not see financial or guest contact information.

Distribution and Publication Permission

This permission allows collaborators to manage the distribution channels where your property is listed.

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 (invoices and payouts)

Mark as Secondary Option

This option allows the 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 controls notifications only 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 select one or more of the other permission boxes.

Permission Comparison Matrix

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

Financial Data Access and Restrictions

No collaborator except the Primary (Editor) can access the following:

• Invoices section
• Payouts section
• Payment status details

This restriction applies to all collaborator permission combinations.

Important Note on Financial Visibility

Collaborators with the "Viewing and Creating Bookings" permission can see payout amounts and commission details on individual bookings. However, they cannot access the dedicated Invoices or Payouts sections where you view, download, and track financial documents and payout history.

Best Practices for Managing Collaborators

When setting up collaborators, follow these best practices to ensure security and efficiency:

• Grant only the permissions that each collaborator needs to perform their role
• Regularly review collaborator access and remove permissions that are no longer needed
• Use the "See Availability" permission for staff who only need to know occupancy status
• Assign the "Mark as Secondary" option to ensure important team members receive booking notifications
• For property managers, consider using the PME (Property Management Expert) model for full operational control with financial data access
• Keep the Primary (Editor) account credentials secure, as it has complete system access

Getting Additional Support

If you need help managing collaborators or have questions about permission levels, please use our contact form to reach our support team. We are here to help you set up your collaborators properly for your property management needs.