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How do I manage mobile calendar access for my assistants?

  • Updated

Your assistants can open the calendar in the Smoobu app on their own phone, and what they see there comes from the permissions you already set for them. This article covers which permission levels open the mobile calendar, which one lets an assistant create a booking from it, and why a change you saved sometimes does not show on their phone straight away.

This applies to the native iOS and Android apps only. It does not affect sharing settings or the layout of the Smoobu web version.

Before you start

You need all of these before the mobile calendar works for an assistant:

  • The assistant account already exists. See create-assistant-accounts.
  • The assistant has the latest version of the Smoobu app on their iOS or Android device.
  • You know where to set permissions. The levels themselves are set on the sharing screen and the procedure is covered in permissions-and-notifications. This article covers only which levels do what on the mobile calendar.

Set the levels that open the mobile calendar

Open Sharing and find the assistant account you want to configure, then set the access levels for your properties:

  1. To let an assistant see your calendar grid, give them at least Read or No Access on the property. Properties set to No Access stay visible in the grid layout but are locked, so they cannot be edited or modified.
  2. To let an assistant create bookings from the mobile calendar, set Booking to Write. This is the only setting that enables it.
  3. Click Save at the bottom of the page to apply the changes system-wide.

Check it worked

Your assistant opens the Smoobu app on their phone and reaches 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, and restricted listings appear locked.

When a saved change does not show on their phone

The two platforms pick up a permission change differently, so the same edit can look applied on one phone and missing on another:

  • On Android, the new permissions do not take effect until the assistant fully closes the app, force-closing it from the background, and reopens it. Minimising the app is not enough. Logging out is not necessary.
  • On iOS, the new permissions appear as soon as the assistant refreshes the calendar page inside the app.

Common problems

Your assistant cannot create a booking in the calendar

An assistant can only create bookings from the mobile calendar when Booking is set to Write in their permissions. Granting write access to other areas, such as messages or pricing, does not enable booking creation on its own. Check that Booking itself is set to Write.

Your assistant cannot edit or cancel an existing booking

In this version of the mobile app, assistants can only create new bookings. Editing or cancelling an existing booking is not supported for assistants in the mobile calendar.

Your assistant can still create invoices with read-only access

Even with read-only access to bookings, an assistant can currently create invoices from the booking details page. This is a known limitation: Smoobu does not yet have a separate permission for invoicing.

Parent and child properties look the same in the assistant's calendar

The permission system draws no distinction between a parent property and its sub-properties. Both appear as a single object layout in the assistant's mobile calendar.

A use for locked properties

Setting a property to No Access is worth using deliberately. The assistant still sees that property's general availability in the calendar, which is enough to coordinate around, without being able to change anything on it.

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.

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