> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.hosthub.com/sitemap.xml
> Use this file to discover available pages before exploring further.
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# Managing User Roles, Team Members, and Permissions

# Team Members Management

This section covers how to add, view, and manage team members.

## Creating a Team Member

Team members can be created from the **Team Management > Team members** section.

* Navigate to **Team Management > Team members**.
* Initiate the creation of a new member.
* Fill in the creation form with the following details:Full name
* Email
* Full phone number

* Upon creation, a verification email will be sent to the team member's email address.
* New team members are saved in the system even if they haven't verified their email or registered for the Hosthub app.
* After creating the team member, the admin will be redirected to the **Team member edit page**.

**Where to find Team Management:** The **Team Management** section is located in the left-hand sidebar of your Hosthub account, under the **Admin** area (**Team Management > Team members**). Team Management is only visible to Admins, so if you cannot see it, your user is likely not an Admin.

![image](https://downloads.intercomcdn.com/i/o/r0d9npp4/1510443692/f61804fb496f63e3f1d3f8c56043/Screenshot+2025-05-06+at+2_54_00%E2%80%AFPM.png?expires=1782972000&signature=46abd9ef83244e04cb3797004bd9d3e31c34659d41df6a79a1a96fd67146db7d&req=dSUmFs16nodWW%2FMW3nq%2BgUZT1xHmOWl5jatNBlDJHhS9fIAzVxj27Qy65FrF%0AhKT0QN4BzQl%2BNioSwxNPaT09Z6k%3D%0A)

Team members are individuals whose contact details are stored in Hosthub, even if they don't use the Hosthub app directly.

## Viewing Team Members

Admins can view the list of team members in the **Team Management > Team members** section. The list will display:

* Name
* Role
* Rentals assigned
* Date added
* Verification status

![image](https://downloads.intercomcdn.com/i/o/r0d9npp4/1510444572/73a4da9a1edaeeff7491e40c9a01/Screenshot+2025-05-06+at+2_53_26%E2%80%AFPM.png?expires=1782972000&signature=d299e4837f62c5e0a5e33e092a4d67604803cbff7af734c6d0dc60e8b04a9bb6&req=dSUmFs16mYRYW%2FMW3nq%2BgXeANK5Tpfk6YsN3u2x6%2BL1mbkGXxI8fz%2BzL7KjV%0AVTN8BcqAiYBEA%2BLgyWeX3EkQrF4%3D%0A)

## Verified Team Members

All team members receive a verification email. If they click the verification link and choose to register for the app, their status is marked as **verified**.

**All users can be assigned roles in Hosthub, regardless of their verification or registration status.**

## Deleting a Team Member

From the team members list, an admin can choose to delete a team member. A confirmation message will be displayed: "**Are you sure you want to delete this Team member?**"

![image](https://downloads.intercomcdn.com/i/o/r0d9npp4/1510446152/d286f96b3bea300db0b4b46722c3/Screenshot+2025-05-06+at+2_55_54%E2%80%AFPM.png?expires=1782972000&signature=fd11aa5f307b108fb2968e80748cc0de14c3680548737509bcf23a45b45e42ba&req=dSUmFs16m4BaW%2FMW3nq%2BgSA32J6huAOKAKVFfh0EJIlcvNskohHI8wOq0gap%0AUOS5UOwQM1TlTnhGw2t5zMAO4uM%3D%0A)

## Editing and Assigning Team Members

A team member's details and assignments can be edited from their **Manage page**. This page is accessible immediately after member creation or by selecting a member from the team members list.

**Admins can:**

* Change the team member's **full name** at any time.
* Change the team member's **phone number** at any time.
* Assign a **Role** and specific **Rentals** to the member, even if the team member is not verified.

![image](https://downloads.intercomcdn.com/i/o/r0d9npp4/1510447112/654488932cf825d1d61242af7798/Screenshot+2025-05-06+at+2_56_44%E2%80%AFPM.png?expires=1782972000&signature=e81a33b9570d7b1392edfb15432956c07a59cd5be62c7e9cd747baa0eef74547&req=dSUmFs16moBeW%2FMW3nq%2BgSY4%2B3Bop%2B%2F39qQxCI6duwq7WRVF7bT2KDiOvdxb%0AMSvFeEcRGk0bQRk5R9UNizM1I9I%3D%0A)

**Admins cannot** change the team member's **email address**.

### Assigning Rentals to a Team Member

To give a team member access to specific rentals:

* Go to **Setup > Team**.
* Click the three dots next to the user's name > **Manage**.
* Scroll to **Assigned rentals** at the bottom of the page.
* First select the **role** and save.
* Then use the green button to add the rentals you want the user to access, and save with the blue button at the top right.

|| If you have invited a new member and assigned rentals, but they still appear with **0 rentals** in the members list, this is because the invitation has not yet been accepted. The member must accept the invitation and complete their account setup for the assignments to take effect.

|| If you get an **invalid email** notification when inviting a team member, it is usually because that email address is already used for another role in team management. Use a different email address, or add a plus alias before the @ (for example, `name+2@gmail.com`).

|| **If saving fails when assigning a property** (you assign a rental to a member, click save, and nothing happens), try clearing your browser cookies and cache and logging back into Hosthub. If the issue persists, contact Hosthub support, who can complete the assignment for you.

## Granting Administrator (Manager) Access

To give a team member full administrator access (for example, so they can add rentals, view Channels / Integrations, sync with Booking.com and other channels, and manage channel connections):

* Go to **Setup > Team**.
* Click the three dots next to the user's name > **Manage**.
* Scroll to **Assigned rentals** at the bottom of the page.
* First select the **role** and save.
* Then use the green button to add the rentals you want the user to access, and save with the blue button at the top right.

|| If you have invited a new member and assigned rentals, but they still appear with **0 rentals** in the members list, this is because the invitation has not yet been accepted. The member must accept the invitation and complete their account setup for the assignments to take effect.

|| If you get an **invalid email** notification when inviting a team member, it is usually because that email address is already used for another role in team management. Use a different email address, or add a plus alias before the @ (for example, `name+2@gmail.com`).

# Basic Roles

* A set of **Basic Roles** will always be present in the system.
* These Basic Roles correspond to the roles and permissions available to both Standard and Pro users.
* Basic Roles will have pre-defined permissions and will be listed alongside any custom roles in the roles list page.

## Basic roles permissions

### Manager

* **Rentals**: View, Apply changes
* **Booking details**: View, Apply changes
* **Guest details**: View, Apply changes
* **Price details**: View, Apply changes
* **Actions & Notes**: View, Apply changes
* **Taxes**: View, Apply changes
* **Access codes**: View, Apply changes
* **Inbox**: View, Apply changes
* **Rate management**: View, Apply changes
* **Expenses**: View, Apply changes
* **Reports**: View only

### Ground Crew

* **Rentals**: View only
* **Booking details**: View only
* **Guest details**: No access
* **Price details**: No access
* **Actions & Notes**: View, Apply changes
* **Taxes**: No access
* **Access codes**: No access
* **Inbox**: No access
* **Rate management**: No access
* **Expenses**: No access
* **Reports**: View only

### Property Owner

* **Rentals**: View only
* **Booking details**: View, Apply changes to bookings created by user
* **Guest details**: View, Apply changes to bookings created by user
* **Price details**: View, Apply changes to bookings created by user
* **Actions & Notes**: View, Apply changes
* **Taxes**: View only
* **Access codes**: No access
* **Inbox**: No access
* **Rate management**: View only
* **Expenses**: No access
* **Reports**: View only

### Property Owner - Reporting

* **Rentals**: View only
* **Booking details**: View only
* **Guest details**: View only
* **Price details**: View only
* **Actions & Notes**: View, Apply changes
* **Taxes**: View only
* **Access codes**: No access
* **Inbox**: No access
* **Rate management**: View only
* **Expenses**: No access
* **Reports**: View only
* No notifications
* No access to Hosthub support team

### Read Only

* **Rentals**: View only
* **Booking details**: View only
* **Guest details**: View only
* **Price details**: View only
* **Actions & Notes**: View, Apply changes
* **Taxes**: View only
* **Access codes**: No access
* **Inbox**: No access
* **Rate management**: View only
* **Expenses**: No access
* **Reports**: View only


# Custom Roles

Custom roles determine the level of access and permissions a team member has within the application.

## Custom roles (creating, editing, deleting) is a feature available only to Pro users.

||| **Important:** When downgrading from Pro to a lower plan (for example, Standard), custom roles are not supported and are cleared. Any rentals that were assigned to members through those custom roles are also cleared, since the role no longer exists. These members will need to be reassigned a role and rentals after the downgrade.

You can use custom roles to restrict what a user sees — for example, creating a role that only shows the revenue/reports.

## Viewing Custom Roles

Host admins can view all created roles in the **Team Management > Custom roles** section. The list of roles will display the associated permissions, represented by specific icons.

![image](https://downloads.intercomcdn.com/i/o/r0d9npp4/1510451038/14de255aa0cbb7cbfc4129665581/Screenshot+2025-05-06+at+2_59_57%E2%80%AFPM.png?expires=1782972000&signature=fc762844a24f94099c5ef7bf8f9690b00a74867bfd6484b0c4c29875656e878d&req=dSUmFs17nIFcUfMW3nq%2BgTIbyxOk%2FjtH2cCfRnCqsxqRBmzgHmf1ZFRU%2FRWe%0AcI5NvMRqJKU8Udjy%2B1eVroM%2FO7E%3D%0A)

## Creating a New Role

Hosts can create new roles from the **Roles** view section.

* Navigate to **Team Management > Custom roles**.
* Use the button **Add new role** initiate the creation of a new role.
* On the role editing page, you will define the **Role Name** and configure its permissions.

![image](https://downloads.intercomcdn.com/i/o/r0d9npp4/1510451989/1bd705bcbb4fab6e2e9b502266da/Screenshot+2025-05-06+at+3_00_40%E2%80%AFPM.png?expires=1782972000&signature=010cd7222985603941b3f770d124f6bd591a08487910bf0dfeb8e824ba56631c&req=dSUmFs17nIhXUPMW3nq%2BgfqIhkpHdSisoiaMDYJRpejOT3Fs9e8R9cRScZwV%0AO8WoQc9tF0soEANdw7jNHcC7pfo%3D%0A)

### Permissions Structure:

Permissions are organized into categories, each with specific actions that can be toggled on or off:

* **Rentals:**Apply changes

* **Bookings:****Booking details:**View, Apply changes
* **Guest details:**View, Apply changes
* **Price details:**View, Apply changes
* **Notes:**View, Apply changes
* **Taxes:**View, Submit documents
* **Access codes:**View, Apply changes

* **Automated messages:**View, Apply changes
* **Rate management:**View, Apply changes
* **Expenses:**View, Apply changes
* **Inbox:**View messages, Send messages
* **Reports:**View
Toggle switches will be used for enabling/disabling permissions. Once configured, save the role using the **Save** button.

## Editing Roles

Existing roles can be edited from the **Role edit page**.

* Navigate to **Team Management > Custom roles**.
* Select the role you wish to edit and select **Edit** from the menu.
* Modify the role name or permissions as needed.
* Save the changes.

![image](https://downloads.intercomcdn.com/i/o/r0d9npp4/1510456423/b1b0186251b2be8d5e36924e4402/Screenshot+2025-05-06+at+3_03_47%E2%80%AFPM.png?expires=1782972000&signature=f436717be098a50721434545aa6e7d68036e985f409eb77c710dcb483fcc3be7&req=dSUmFs17m4VdWvMW3nq%2Bge1C2vUW%2FS78WnijrLJnbEBhCSyV1Nk32LnyPu%2BT%0AwBc9RuCKajXzLrC39NGfuW6%2BRHI%3D%0A)

When a role is edited, all team members assigned to this role will automatically have their permissions updated.

## Deleting Roles

* Navigate to **Team Management > Custom roles**.
* Select the role you wish to delete and select **Delete** from the menu.
**Important**: A role can only be deleted if no team members are currently assigned to it. If you attempt to delete a role that has members assigned, you will see the following message: "All team members should be removed from this role before being able to delete it."

![image](https://downloads.intercomcdn.com/i/o/r0d9npp4/1510457195/04c94cce49ca310852bb475efa15/Screenshot+2025-05-06+at+3_04_21%E2%80%AFPM.png?expires=1782972000&signature=3b53378a3568f5d245e344c05a2a6501693440f006b8ca88b1fe5b20fe1480bf&req=dSUmFs17moBWXPMW3nq%2BgVVdblT6InC75vt8yJda5k2jLV4lEVpXS6BcAOzH%0Aqiam4SNPIZu84UVgTdqhFMeUuAI%3D%0A)

## Access Behaviour

The following outlines how different sections of the app behave based on a team member's assigned role and rentals.

### Dashboard

* **Booking cards:** Information displayed is based on the role's **Bookings** permissions. Other details will be hidden. The number of guests will be visible even if the role permission **Bookings > Guest details** is set to "No access."
* **Financial info widget:** Hidden if the role permission **Bookings > Price details** is set to "No access."
* Only information related to the **assigned rentals** will be displayed.
* The **rentals filter** will only include assigned rentals.

### Setup

#### Rentals

* Rentals view: The rentals index, details, and settings are visible for assigned rentals. **Other actions > Manage subscription** is visible only to admins.
* If role permission **Rentals** is **Apply changes**:The rentals index, details, and settings are visible and editable for assigned rentals.
* Edit is enabled for all settings of assigned rentals *except* for **Channels**, **Tax settings**, and **Other actions > Manage subscription**.
* **Channels** linking is editable only by admins.
* **Tax settings** are editable only if the role permission **Taxes** is **Submit documents**.
* **Manage subscription** is manageable only by admins.
* **Add new rental** is enabled.

# Troubleshooting: Team Members Unable to View Newly Added Properties

**Troubleshooting: Team Members Unable to View Newly Added Properties**

If a team member (such as a cleaner) cannot view a recently added property, it's likely because the necessary access permissions have not yet been granted.

* Verify that the team member has been assigned to the specific rental property.
* Check that their role includes appropriate permissions for rental access.
* After updating permissions, have the team member refresh their application to see the changes.

#### Channels

Visible only to **Admins**.

#### Team management

Visible only to **Admins**.

### Inbox

* If role permission **Inbox** is **No access**: The page is not available.
* If role permission **Inbox** is **View**: All conversations are visible, but the user cannot send messages.
* If role permission **Inbox** is **Send messages**: Full access is provided (viewing and sending messages).
* Only conversations for the **assigned rentals** will be visible.
* Access to **Notes** within a conversation follows the role permissions for **Bookings > Notes**.

### Bookings/Index

* The booking index displays information according to the **Bookings** role permissions. Other details are hidden.
* **Export** files will contain information according to the **Bookings** role permissions. Other details are hidden.
* The **Edit button** for each booking is visible if at least one of the **Bookings** role settings (e.g., Booking details, Guest details, Price details) is set to "Apply changes"; otherwise, it is hidden.
* The number of guests will be visible even if the role permission **Bookings > Guest details** is set to "No access."
* Only bookings for the **assigned rentals** will be visible.

### Bookings/Details

* Booking details and the booking edit screen will display sections according to the **Bookings** role permissions.
* Access to **Notes** within booking details follows the role permissions for **Bookings > Notes**.
* The number of guests will be visible even if the role permission **Bookings > Guest details** is set to "No access."
* **Taxes** view and edit tab behavior:If **Taxes** is **No Access**: The tab is hidden.
* If **Taxes** is **View only**: The tax breakdown is shown (read-only).
* If **Taxes** is **Submit documents**: The submission forms to the ERP are shown and usable.

* **Access codes** view and edit tab behavior:If **Bookings > Access codes** is **No Access**: The tab is hidden.
* If **Bookings > Access codes** is **View only**: The access code tab is shown, but the user cannot create/edit/delete manual codes.
* If **Bookings > Access codes** is **Apply changes**: The access code tab is shown, and the user can create/edit/delete manual codes.

**Troubleshooting: Notes Visibility Issues**

If team members (such as cleaning crew) are unable to view booking notes, ensure that:

* Their role has appropriate permissions for **Bookings > Notes** set to either **View** or **Apply changes**.
* The notes are properly associated with the booking.
* The team member has been assigned to the rental associated with the booking

### Calendar/Multi calendar

* **Guest name** will be hidden if role permission **Bookings > Guest details** is **No access**.
* Prices will be hidden if role permission **Rate management** is **No access**.
* Only bookings for the **assigned rentals** will be visible.
* Filters and rental selections will only include **assigned rentals**.
* Other functionalities remain as is.

### Automated messaging

* If role permission **Automated messaging** is **No access**: The menu item and page are hidden.
* If role permission **Automated messaging** is **View only**:In Scheduled and Sent messages, only **View message/View rule** actions are available.
* **Cancel message** and **Add new rule** actions are hidden.
* In Message rules, all rules that include at least one of the assigned rentals are displayed.
* In Scheduled and Sent messages, messages triggered by rules that include at least one of the assigned rentals are displayed.

* If role permission **Automated messaging** is **Apply changes**: Full functionality is provided, subject to rental assignment:Full functionality (editing rules, messages) is available *only* for rules and messages configured exclusively for the assigned rentals.
* Example 1: If a rule applies to rentals A and B, and the team member is assigned only to rental A, the rule is **not editable** (view-only access applies).
* Example 2: If a rule applies to rentals A and B, and the team member is assigned to both rentals A and B, the rule and its messages **are editable**.
* Example 3: If a rule applies to rental A, and the team member is assigned to rentals A and B, the rule and its messages **are editable**.

### Rate management

* If role permission **Rate management** is **No access**: The menu item and page are hidden.
* If role permission **Rate management** is **View only**: All editing functionality in both Default settings and Exceptions is disabled.
* If role permission **Rate management** is **Apply changes**: Full access to functionality is provided.
* In both **View only** and **Apply changes** scenarios, only **assigned rentals** will be visible and (if applicable) editable.

### Expenses

* If role permission **Expenses** is **No access**: The menu item and page are hidden.
* If role permission **Expenses** is **View only**:**Add**, **Edit**, and **Delete expense** actions are disabled/hidden.
* The **Settings** tab is hidden.
* Expenses linked with at least one of the assigned rentals will be displayed.

* If role permission **Expenses** is **Apply changes**: Full access to functionality is provided.
* Expense creation and editing are permitted only for expenses linked to the **assigned rentals**.

### Reports

* All reports will display Performance and Financial data according to the **Reports** role permissions.
* Financial data will be present in reports only if **Bookings > Price details** permission is **View** or **Apply changes**.
* Expenses are included in financial reports (e.g., Profit and Loss) only if **Expenses** permission is **View** or **Apply changes**.
* All report metrics will be calculated based on **assigned rentals**.
* The rentals filter will only include **assigned rentals**.

### Taxes

* If role permission **Taxes** is **No access**: The menu item and page are hidden.
* If role permission **Taxes** is **View only**: The "send document" buttons are disabled from the index. All other viewing capabilities remain.
* If role permission **Taxes** is **Submit documents**: Full access to functionality is provided.
* Only bookings for the **assigned rentals** will be visible.
* The rentals filter will only include **assigned rentals**.

### Integrations

* Accessible only to **Admins**.

### Settings

#### Notification settings

* Settings for **New bookings, modifications, and cancellations** notifications will be available to all users.
* **Inbox conversations** settings will be hidden if the role permission **Inbox** is **No access**.

# Email Notifications

#### Monthly report email

* Content is based on the **Reports** role permissions:

* If **Reports** is **View**: Only performance data will be included.
* If **Reports** is **View** AND **Bookings > Price details** is **View** or **Apply changes**: Performance and financial data will be included.

* Reports will include data only for **assigned rentals**.

#### New bookings, modifications, and cancellations notifications

* Guest name/phone will be hidden if role permission **Bookings > Guest details** is **No access**.
* Booking value and fees will be hidden if role permission **Bookings > Price details** is **No access**.
* All other details will remain visible in all cases.
* Notifications will be triggered only for **assigned rentals**.

#### Inbox notifications

* Inbox notifications will be sent to users if their role permission **Inbox** is **View messages** or **Send messages**.

### New Invitation Accepted

Every time a new team member accepts an invitation (verifies their email and registers), an email notification will be sent to the admin.

**Best Practices for Managing Permissions**

* **Regularly Review User Roles:** Periodically check user roles and permissions to ensure that team members have the correct access based on their responsibilities.
* **Document Workflow Changes:** When adding new properties or updating system settings, make notes on permissions updates to avoid disruptions.
* **Communicate with Your Team:** If changes are made to user roles or system settings, promptly inform your team members to minimize confusion.
When issues with access arise, always check both the team member's assigned role permissions and their specific rental property assignments, as both factors determine their effective access level.