User Management

Every Hostaway account has an administrator. This is the account you have signed up with Hostaway.

You might like to add users to the Hostaway software for multiple reasons.

Some of these reasons might include:

• You want to limit the view and user rights of your cleaner(s)
• You are managing properties for multiple owners and would like to give them view access to only their listings
• You have someone working for you on the financial part of the business who only needs access to reports and payments

For all these cases you can use the user management system to create user groups and provide access to the individual user. To learn more please watch this quick video.

Access Permissions

When adding a new user you can give him/her access to different information. To select the type of permissions the new user will have, please follow the steps below:

1. Go to your Hostaway Dashboard > User Management > Users > Add new
2. In the section "Access Permissions" select between the different options

   • The user has admin-level access. An admin-level user has the same level of access as the account owner

   • Allow access to contact data. Select this option if you want to give access to guest data
   • Allow access to financial data. Select this option if you want to give access to reservation price breakdowns, reservation financial fields, and formulas applying to reservations accessible to this user
     • As the total price (selected by default) may not be useful for some users, the system allows you to choose other formulas that may be useful for that specific user
       
       
       
       In the case where the financial data permission is not enabled for the user and a formula is still selected from the dropdown, the user will see only the selected formula. You can always change this setting for the whole account from Financial Settings > Formulas > Click on the engine symbol > Select the formula to display instead of the Total Price
       
       
       
       
   • Allow access to nightly calendar rates
   • Allow access to Inquiries, requests to book, and cancelled reservations. Select this option to grant the user access to view and manage inquiries, requests to book, and cancelled reservations. Note that the "Reservations" permission must be enabled first before this option can be selected
   • Allow access for newly added listings. Every time a new listing is added, this user will have access to that listing by default
   • Allow listing tag management. This option will allow users to see all the tags, create new ones, and remove new ones
   • Allow access to guest notes. Sometimes channels such as Booking.com may include some financial-related data in the guest notes. If you don't want to share them with this user, untick this option
   • Allow access to host notes. If unticked, host notes available in calendar, inbox, and reservation page will not be visible
3. Select groups and Permission Template
4. Select specific permissions - View, Modify, Create, and Delete - for the different sections within the dashboard such as Listing, Reservation, Owner Stays, Calendar, Booking Engine, Financial Reporting, and much more.
   
   
   
   
   
5. In the top right corner select whether you want to or not to "Send registration email to the user"
6. Save

About allowing access to financial data

When allowing access to financial data you can select between the following configurations:

1. Access to financial data and formula: the user can see everything related to financial data (calendar prices, financial fields for reservations, etc.) and the formula prevails if the system can only show just one piece of data for a reservation
2. No access to financial data and formula: the user will see only the formula (for instance, owner Payout) value for reservations, but anything else
3. No access to financial data and no formula (so you keep the default "total price"): nothing is shown, not even the total price of the reservation
4. Access to financial data and no formula (so "total price" is selected): the user can see everything related to financial data (calendar prices, financial fields for reservations, etc.) but no formulas shown "at hand", just the total price

For Airbnb, Hostaway will show the Airbnb payout in cases 1 and 4.

The same logic applies to notifications.

If you choose to display a formula, a drop-down menu will prompt you to select the event on which the formula is based:

• Check-in: The result of the formula includes the check-ins within the dates
• Check-out: The result of the formula will include the check-outs within the dates
• Calendar: the result of the formula will include the amount of a selected calendar period
• Reservation: The result of the formula will include the bookings created within a given period

About admin-level access

• When you provide users with admin-level access those users will have access to all the permissions and listings
• When you provide admin-level access to a user, you will be giving them all permissions and access to all listings
• If you want to remove access to those, you need to remove admin-level access from that user
• Admin-level permissions cannot be changed. To change permissions, uncheck the admin-level permissions box below
• You can use a permission template for faster handling of permissions

Hiding Financial Data in Emails

To prevent financial data (total price and payout sum) from displaying in emails sent to clients regarding reservations, you need to edit the user account settings and turn off access to financial data. Then, you can select the option to only show the gross revenue in these emails.

Learn more about:

• Creating a User
• Creating a user Group
• User Management FAQ