Use this guide to set up and manage calendar sharing permissions for your assistants in the Smoobu app. These settings allow you to specify which accommodations your assistants can view and whether they can make bookings using their iOS or Android devices.
Before you begin
- Make sure your assistant has downloaded the latest version of the Smoobu app onto their iOS or Android device.
- Make sure you’ve already created an assistant account in your team settings. If you need help with this, read our guide on “How do I set up and manage assistant team accounts?”.
- Note that this feature applies exclusively to the native iOS and Android apps. It does not affect sharing settings or the layout of the Smoobu web version.
How to configure sharing settings for assistants
- Log in to Smoobu on your desktop or in your web browser.
- Navigate to Sharing (or Sharing Settings).
- Find the assistant account you want to configure.
- Set the access levels for your properties according to your needs:
- To allow an assistant to view your calendar grid: Make sure they have at least Read or No Access permission for this property. Properties set to No Access remain visible in the grid layout but are locked so they cannot be edited or modified.
- To allow your assistant to make bookings via the mobile calendar: You must explicitly set Booking to Write.
- Click Save at the bottom of the page to apply the changes system-wide.
How to check if it worked
Once you’ve saved your settings, your assistant can open the Smoobu app on their phone and immediately access the app calendar. They can use the “Multiple/Single” toggle, the month selector, and the property filters just like a host account. Active listings appear unlocked, while restricted listings are displayed as locked.
Important rules for updates on mobile devices:
- On Android: The updated permissions won’t take effect until the assistant completely closes the app (force-closes it from the background) and reopens it. Simply minimizing the app isn’t enough. Logging out isn’t necessary.
- On iOS: The updated permissions become visible as soon as the assistant manually refreshes the calendar page within the app.
Frequently Asked Questions
My assistant can’t create a booking in the calendar. What’s going on?
An assistant can only create bookings directly via the mobile calendar if “Booking” is set to “Write” in your permissions. Granting write access to other areas, such as Messages or Pricing, does not, by itself, enable the features for creating bookings. Check your settings again to ensure that “Booking” is set to “Write.”
Can my assistant edit or cancel existing bookings via the mobile app?
No. In this version of the mobile app, assistants can only create new bookings. Editing or canceling existing bookings is not currently supported for assistants via the mobile calendar interface.
Why can my assistant still create invoices even though they only have read access?
Even if you grant your assistant read-only access to bookings, they can currently still create invoices via the booking details page. This is a known limitation at this time, as the system does not yet offer separate permissions for invoicing.
How are parent and child accommodations handled in the assistant calendars?
In the current permission system, there is no structural distinction between parent and child properties. Both are treated as a single object layout in the assistant’s mobile calendar view.
Tips & Tricks
- Keep the app up to date: Always remind your team to update the Smoobu app to the latest version so that new permissions work smoothly.
- Use locked properties for coordination: If you set a property to “No Access”, you can let assistants view the calendar’s general availability for coordination purposes without allowing them to make changes.
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