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
To create a user account:
- Go to your Account Menu in the bottom left corner and select Users.
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Click Create user
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A pop-up window will display where you can fill in the information of the user.
💡 Notes:- If you don't want your guests to see the users' 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.
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Choose a role and manage the user's access rights to Lodgify and the 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 by following the instructions here.
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The new user will receive an email invitation to finalize their account set up.
💡 Note: The verification link in the email will be active for 24h. In case you send a second verification email before the 24h have passed, the link from the first email will be automatically deactivated. - When they click the verification link, they will be directed to the User account page to create a password for their account login and fill in the missing information.
💡 Notes:
- As long as the account is not verified/completed, the user will appear as Pending in your list of users.
- The widget that let users sign up directly on our website has been deprecated.
To manage a user account:
- Go to your Account Menu in the bottom left corner and select Users.
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Click on the user you want to edit.
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Change their information, and if applicable, their role, permissions, rental assigned and payout.
💡 Note: If you don't want your guests to see the users' phone number on the website, select Hide phone numbers on website in the Contact information.
- Click Save to save your changes.
To disable or delete a user:
- Go to your Account Menu in the bottom left corner and select Users.
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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:
- Channel Manager
- Marketplace
- Publishing a website
- User Payments
- Mail box (in the Settings)
- Public API
- Sales Tax/VAT display
- Scheduled messages
- Invoices
- External Rates.
Lodgify permissions
| Decide if... | Note |
|---|---|
| This user can edit the rental's contact information |
If activated, the user can edit the rental's contact information. If deactivated, the user won't see the pencil icon. 💡 Note: This setting is only valid together with the access right to edit assigned rentals. |
| This user can view the contact information of the guest |
It must be activated to allow the user to access the inbox. If deactivated, the guest contact will be hidden in the reservation: |
| This user can view the name of the guest |
It must be activated to allow the user to access the inbox. 💡 Note: Visibility of Guest name also depends on a separate setting. |
| This user can edit the calendar and reservations |
If activated, the user can create new reservations and closed periods. 💡 Note: In order to create a reservation or a closed period, the user must also have permission to:
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| This user can download the report of bookings | If activated, the user can download a booking report for their rental's reservations. |
| This user can sync the calendar via iCal | If activated, the user can access the Calendar Import/Export in Settings. |
| This user can manage the rental's policies | If activated, the user can create and edit Policies via the Settings. |
| This user can view the source of the booking | If activated, the user can see from which source this booking came from, e.g. Airbnb, Booking.com, etc. |
| This user can edit the rentals they have been assigned | If activated, the user can access and edit the Rentals section, which includes rental details, pricing information, availability, and policies. |
| This user can access the Website builder |
If activated, the user can access the website builder. 💡 Notes:
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| Hide reservation prices and quote details |
If activated, users will not be able to view the following items and sections:
💡 Note: Once activated, the "Can Edit Calendar and Reservations" and "Can Download the Report of the Bookings" permissions will automatically be disabled. |
| Can only manage closed periods |
If activated, users will only have access to the calendar, view availability, create and edit closed periods.
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💡 Note: It is not yet 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:
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| You don't want a team member to see any conversation with the guest. |
Within Lodgify PM Modules, no actual messages will be shared with your team members, however, in case you are using the online check-in form, you might want to ensure that the team member cannot view Reservation comments and notes. As your conversations with the guest are only visible inside your Lodgify Reservation system, you would 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 see the desktop version of PM Modules. |
To give a team member access to the desktop version of PM Modules, you need to activate the permission Can access to PM Modules website. 💡 Note: Please be aware that this also gives the team member access to your control center, with statistics on the rentals assigned to them. |
| You want a team member to have access to statistics. | Activate the permission Can access to PM Modules website. This gives automatic access to the Control Center. |
PM Modules roles
| Role | Permissions | ||||
| Admin |
The role of a Team Administrator is to act as a Rental Manager, at the same time that they can 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 the ones of the Team Owner or other Team Administrators. An Administrator only has access to the Rentals assigned to them, and the rentals assigned can be changed. An Administrator can access the PM Modules website. 💡 Note: A team can have various Administrators. |
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| 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:
Check-in Agents have only access to the mobile app, not the website. 💡 Note: Any Administrator, or Rental Manager can manually change a user's permissions to apply more or fewer restrictions. |
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| Cleaning Staff |
Cleaning Staff can only access the mobile app, not the website, and has limited access to most features:
💡 Note: Any Administrator, or Rental Manager can manually change a user's permissions to apply more or fewer restrictions. |
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| Rental Owner |
Rental Owners have only access to the mobile app, not the website. The permissions set by default for the Rental Owners are:
💡 Notes: Any Administrator, or Rental Manager can manually change a user's permissions to apply more or fewer restrictions. Each rental can only have one Rental Owner. |
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| Member | Members are the lowest level of permissions and do not have any no permissions pre-assigned by default. You can choose which access to grant them in the permissions settings. |
Create a test user to test roles and permissions
If you want to test how any role would see content once you give them access, you can create a test user and try out different roles and permissions.
To create a test user, you can create a new user and simply use another email address for the test user. If you have a Google-related email address, you can use the below trick.
Otherwise, you can use a public email service such as Mailinator.
In case you have an email address from a Google account and your normal email address is, let's say, myaddress@myagency.com. The system lets you simply create a new user with another email address, e.g. myaddress+test@myagency.com. The system will treat this team member as a different user, but you will still receive the invitation email at myaddress@myagency.com. So just accept the invitation and start playing with permissions!
💡 Note: You can type whatever you want after the + sign in the email address, so you can create a specific one for each role myaddress+owner@myagency.com or myaddress+cleaning@myagency.com.
Once you have accepted the invitation, assign the permissions.