Manage your users accounts

If you are a rental manager who administers a variety of rentals for different users, you might want to give the rental users certain access rights in Lodgify and assign a rental to them. It can be, for example, access to reservations for rental owners, access to data for members of your team, and access to calendars and tasks for your cleaning staff.

Read about:

How to manage your user accounts
Further information on user access rights
Create a test user to test roles and permissions

How to manage your user accounts

Create a user account

To create a user account:

Go to your Account Menu in the bottom left corner and select Users.
Click Create user.
A pop-up window appears where you can fill in the user's information.
💡 Notes:
- If you don't want your guests to see the user's phone number on the website, select Hide phone numbers on website.
- Make sure that the email you are using to link the account is not already in use on another account as either the account holder or an account user.
Choose a role and manage the user's access rights to Lodgify and PM Modules.
Learn more about the roles and permissions in the section below.
Assign a rental, then click Create.
Once the user has been created, you can activate User payments for them. Learn how to Set up user payments.
The new user receives an email invitation to finalize their account setup.
💡 Note: The verification link in the email is active for 24 hours. If you send a second verification email before the 24 hours have passed, the link from the first email is automatically deactivated.
When they click the verification link, they are directed to the User account page to create a password for their account login and fill in the missing information.

💡 Note: As long as the account is not verified, the user appears as Pending in your list of users.

Manage a user account

To manage a user account:

Go to your Account Menu in the bottom left corner and select Users.
Click on the user you want to edit.
Change their information and, if applicable, their role, permissions, assigned rental and payout.
💡 Note: If you don't want your guests to see the user's phone number on the website, select Hide phone numbers on website in Contact information.
Click Save to save your changes.

Delete a user account

To disable or delete a user:

Go to your Account Menu in the bottom left corner and select Users.
In the list of users, click the three-dot icon next to Pending or Activated, then select Delete or Deactivate from the drop-down menu.

Further information on user access rights

An important piece of information about user permissions is that anything affecting the entire account should not be available to users, except for the Policies section. Below is a non-exhaustive list of sections and actions that are not available to sub-users and can only be managed by the main account holder:

Analytics
Channel Manager
Marketplace
Publishing a website
Creating a rental
Deleting a rental
User payments
Mailbox (in Settings)
Public API
Sales Tax/VAT display
Scheduled messages
Invoices
External Rates
Get help

💡 Note: Only the main account holder can contact our support team, and it isn't possible to authorize other email addresses to do so. If a user needs help, they can ask the main account holder to contact us.

Lodgify permissions

💡 Note: It is not possible to grant a user full access.

PM Modules permissions

Use case	Settings
You don't want a team member to see any guest details.	Go to the permission settings and deactivate the following permissions: View guest details View reservation notes View and add reservation comments Edit and delete reservation comments
You don't want a team member to see any conversation with the guest.	Within Lodgify PM Modules, no actual messages are shared with your team members. However, if you use the online check-in form, make sure the team member cannot view View reservation notes or View and add reservation comments. As your conversations with the guest are only visible inside your Lodgify reservation system, you also need to make sure that this team member doesn't have any Lodgify permissions.
You don't want a team member to see booking prices.	To hide any information on prices and booking costs, make sure to deactivate the money-related permissions.
You want a team member to use the desktop version of PM Modules.	Activate Access PM Modules website. Without this permission, the team member can only use the mobile app. 💡 Note: This also gives the team member access to the Control Center, with statistics on the rentals assigned to them.

PM Modules roles

Role

Permissions

Admin

An Admin acts as a Rental Manager and can also manage the entire team. All permissions are activated by default, and they can additionally invite and manage the access and permissions of other team members, except those of the main account holder or other Admins.
An Admin can only access the rentals assigned to them, and you can change which rentals those are. An Admin can access the PM Modules website.
💡 Note: A team can have several Admins.

Rental Manager

A Rental Manager has full access to all features except for modifying other users' permissions. A Rental Manager can access the PM Modules website.

Check-in Agent

Any Check-in Agent will, by default, have access to all the features apart from:

deleting payments added by other users
deleting other people's comments

Check-in Agents can only access the mobile app, not the website.
💡 Note: Any Admin or Rental Manager can manually change a user's permissions to apply more or fewer restrictions.

Cleaning Staff

Cleaning Staff can only access the mobile app, not the website, and have limited access to most features:

Can	Cannot
See cleaning-related alerts. View booking comments. Delete or edit booking comments inserted by themselves. Delete pictures inserted by themselves.	Edit the time of arrivals and departures. See client details (email, phone, etc.). See the cost breakdown of the bookings. See the payments tab of the bookings. Add or remove payments, or edit fees and taxes. View booking notes. See owner information (email, etc.).

💡 Note: Any Admin or Rental Manager can manually change a user's permissions to apply more or fewer restrictions.

Rental Owner

Rental Owners can only access the mobile app, not the website. The permissions set by default for Rental Owners are:

No access to alerts.
Cannot edit time of arrivals and departures.
Cannot see client details (email, phone, etc.).
Cannot see the detailed booking cost tab.
Cannot see the payments tab.
Cannot see booking notes and comments tab.
Cannot see the Pictures.

💡 Notes:

Any Admin or Rental Manager can manually change a user's permissions to apply more or fewer restrictions.
Each rental can only have one Rental Owner.

Member

Member is the lowest role, with no permissions assigned by default. You choose which access to grant in the permission settings.

Create a test user to test roles and permissions

If you want to test what a user in a given role can see once you give them access, you can create a test user and try out different roles and permissions.

To create a test user, create a new user with a different email address. Most email providers let you add a plus sign and any text to your address, and the mail still arrives in your normal inbox. If your email address is, for example, myaddress@myagency.com, you can create a new user with myaddress+test@myagency.com. The system treats this team member as a different user, but you still receive the invitation email at myaddress@myagency.com.

💡 Note: You can type whatever you want after the + sign, so you can create a specific address for each role, for example, myaddress+owner@myagency.com or myaddress+cleaning@myagency.com.

Accept the invitation, then assign the permissions you want to test.

Permission	Details
Edit rental	If activated, the user can access and edit the Rentals section, which includes rental details, pricing information, availability, and policies.
Edit rental contact information	If activated, the user can edit the rental's contact information. If deactivated, the user won't see this option. 💡 Note: This permission requires Edit rental.
Manage rental settings	If activated, the user can assign promotions and add-ons. 💡 Note: This permission requires Edit rental.
Manage rental policies	If activated, the user can create and edit Policies via Settings.
Edit calendar and reservations	If activated, the user can create new reservations and closed periods. 💡 Note: To create a reservation or a closed period, the user must also have View guest contact information, View guest name and Download reservations report.
View guest name	If activated, the guest name appears in the reservation. 💡 Note: Visibility of the guest name also depends on View guest contact information.
View guest contact information	If activated, the user can access the inbox. If deactivated, the guest contact is hidden in the reservation.
View reservation source	If activated, the user can see which source the reservation came from, such as Airbnb or Booking.com.
Sync calendar via iCal	If activated, the user can access Calendar Import/Export in Settings.
Download reservations report	If activated, the user can download a booking report for their rental's reservations.
Access Website Builder	If activated, the user can access the Website builder, except for publishing. 💡 Notes: Only the main account holder can publish the website. This permission also gives the user default access to the dashboard, reservations (with limited access), the calendar (with limited access), and User payments (in Settings).
Hide reservation prices and quote details	If activated, the user cannot view the following items and sections: The prices on the calendar The prices and currencies on the reservations list Price boxes on the header section Quote box Payment collection box Create quote box Invoicing box Security deposit box External quote box Other quotes box Print button Notification banners with amounts
Manage closed periods only	If activated, the user can only access the calendar, view availability, and create and edit closed periods. The following permissions are automatically disabled: View guest contact information View guest name Edit calendar and reservations View reservation source Download reservations report
Access PM Modules features	If activated, the user can access PM Modules from the main menu. To grant access to specific PM Modules features, assign the corresponding permissions.
Access owner statements	If activated, the user can access the financial statements for rental owners.