How Can You Manage Your Collaborators?

Managing collaborators effectively is essential for running your property smoothly. This guide explains the different types of collaborators available and how to set up the right permissions for each person based on their role and responsibilities.

Understanding Collaborator Types

Your property can have multiple collaborators, each with different access levels depending on what they need to do. The key is to grant only the permissions necessary for their specific role.

Quick Reference: Common Use Cases

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/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 Holidu.

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 appearance and basic settings.

What they can view and edit:

• Property descriptions and titles
• Photos (upload, delete, 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, payouts)
• Distribution channels
• Guest information
• Blocked dates management
• Performance metrics
• Collaborator management
• Publishing controls

Limitations:

Location is read-only if the property is already published. iCal sync and export can be configured here, but viewing or managing blocked dates requires the "Viewing and Creating Bookings" permission.

Viewing and Creating Bookings

This permission gives collaborators full access to booking information and the ability to manage bookings and blocked dates.

Regarding bookings, they can see:

• Full booking details
• Guest name, email, phone, and address
• Complete price breakdown
• Payout amounts
• Commission details
• Channel information
• Booking history and modifications

Regarding bookings, they can do:

• 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 blocked dates
• Edit blocked dates
• Delete blocked dates (if not immutable)

What they cannot access:

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

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 verification is complete.

See Availability

This is a read-only calendar view designed for people who need to know when the property is occupied without seeing sensitive details. It's ideal for cleaners, maintenance staff, or anyone who needs occupancy information.

Regarding bookings, they can see:

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

Distribution and Publication

This permission allows collaborators to manage which online booking platforms your property appears on and to configure channel-specific settings.

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, etc.)
• 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 permission lets the collaborator receive email and push notifications about bookings on this 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 view or manage data, you must also tick one or more of the other permission boxes.

Quick Comparison Matrix

Permission	Property Settings	Bookings	Guest Info	Booking Prices	Calendar	Channels	Notifications
Property Configuration	Edit	No	No	No	No	No	No
Viewing & Creating Bookings	No	Full access	Yes	Full access	Dates only	No	No
See Availability	No	Dates only	No	No	Read-only	No	No
Distribution & 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 (Editor) can access:

• Invoices section
• Payouts section
• Payment status details

This applies to all collaborator permission combinations.

Note: 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 access they need to perform their specific role. This keeps your property information secure.
• Review permissions regularly: Periodically check that your collaborators still need their current access levels, especially if their roles change.
• Use role-specific combinations: Refer to the common use cases table to quickly set up standard roles like cleaners, co-hosts, or property managers.
• Communicate clearly: Make sure each collaborator understands what they can and cannot access with their permission level.
• Secure your primary account: Protect your primary collaborator account with a strong password, as it has access to all financial and property information.

Need More Help?

If you have questions about collaborator management or need assistance setting up specific roles for your team, please use the contact form to reach out to our support team. We're here to help you manage your property effectively.