How do I set what each team member can see and do?

After you invite someone to your Smoobu account, you decide exactly what they can see and change. Smoobu does not use fixed roles like "admin" or "read-only". Instead you choose which of your properties each person can work with, and what they can do there with bookings, prices, guest details, messages, and team notifications. This article explains that model and gives four common setups. To create the account in the first place, start with .

Before you start

You need to have invited the person to your account first. See .

How Smoobu permissions work

There are no named roles to pick from. You build the access you want out of two choices:

• Which properties the person can work with. You pick individual properties, or, if you use labels on your account, you can share every property carrying a label at once. The label option only appears once you have created labels. See for grouping properties.
• What they can do, set per category. Smoobu has nine access categories: bookings, reservation details (arrival and departure times), guest names, guest contact details, prices, notes, notifications, messages, and the rate calendar (price and minimum nights). Each category is set to no access or read; bookings, messages, and the rate calendar can also be set to write, so the person can change and not just view.

You pick the properties and set these categories for each team member in the Permissions screen.

Set a team member's access

1. Click your profile icon in the top right, then click Permissions.
2. Find the person in your team list and open their permissions.
3. In Select Accommodation, choose the properties they should have access to.
4. For each category, set their level: no access, read, or write where the category allows it.
5. Save.

Check it worked

The team member appears in your Permissions list with the access you set. Ask them to log in and confirm they can see what you allowed and cannot see what you did not.

Four setups that cover most teams

• A co-host who runs the day to day. Let them see and change bookings, reply to guest messages, and edit prices, and let them see guest details. They can manage the property almost like you.
• A cleaner who needs turnovers. Let them see bookings and arrival and departure times only. Hide prices, guest contact details, and notes. They see when to clean and nothing else.
• An accountant who handles the money. Let them see bookings and prices, and hide everything operational. They get the financial picture without guest details.
• A property manager who handles guest communication. Like a co-host: bookings and messages they can change, guest details they can see, with notifications on so they hear about new bookings.

Team notifications versus your own notifications

One of the things you control per team member is whether that person receives booking notifications. That keeps a co-host in the loop while a read-only cleaner is not flooded with alerts.

This is different from your own notification settings. To choose which emails and alerts Smoobu sends you, see . This article only covers the notifications you turn on or off for other team members.

Remove a team member

When someone leaves, open Permissions, find them, and remove them. Their access ends straight away. If that person ever had one of your API keys, revoke that key as well: an API key keeps working until you revoke it, even after the person's login is gone.

Related articles

Still stuck?

If these steps didn't fix it, contact the Smoobu team: open the Help menu to open a ticket or book a call slot, or use the chat bubble in the bottom-right corner. To get the fastest answer, please include:

• Your Smoobu User ID (in the profile-icon menu, top right).
• The property name or ID, if it's about one property.
• The Booking ID, if it's about one booking (Bookings, then View more).
• The channel name, if it's about channel sync (Booking.com, Airbnb, Vrbo, and so on).
• A short step-by-step: what you did, what you expected, and what happened.
• Screenshots or a short screen recording of the problem.
• Your browser and operating system, if something looks wrong on screen.