Skip to main content

Managing User Roles, Team Members, and Permissions

Managing User Roles, Team Members, and Permissions

Harry avatar
Written by Harry
Updated over 2 weeks ago

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.

  1. Navigate to Team Management > Team members.

  2. Initiate the creation of a new member.

  3. Fill in the creation form with the following details:

    1. Full name

    2. Email

    3. Full phone number

  4. Upon creation, a verification email will be sent to the team member's email address.

  5. New team members are saved in the system even if they haven't verified their email or registered for the Hosthub app.

  6. After creating the team member, the admin will be redirected to the Team member edit page.

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:

  1. Name

  2. Role

  3. Rentals assigned

  4. Date added

  5. Verification status

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?"

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:

  1. Change the team member's full name at any time.

  2. Change the team member's phone number at any time.

  3. Assign a Role and specific Rentals to the member, even if the team member is not verified.

Admins cannot change the team member's email address.

Basic Roles

  1. A set of Basic Roles will always be present in the system.

  2. These Basic Roles correspond to the roles and permissions available to both Standard and Pro users.

  3. Basic Roles will have pre-defined permissions and will be listed alongside any custom roles in the roles list page.

Basic Roles are not editable and cannot be deleted.

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.

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.

Creating a New Role

Hosts can create new roles from the Roles view section.

  1. Navigate to Team Management > Custom roles.

  2. Use the button Add new role initiate the creation of a new role.

  3. On the role editing page, you will define the Role Name and configure its permissions.

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.

  1. Navigate to Team Management > Custom roles.

  2. Select the role you wish to edit and select Edit from the menu.

  3. Modify the role name or permissions as needed.

  4. Save the changes.

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

Deleting Roles

  1. Navigate to Team Management > Custom roles.

  2. 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."

Access Behaviour

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

Dashboard

  1. 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."

  2. Financial info widget: Hidden if the role permission Bookings > Price details is set to "No access."

  3. Only information related to the assigned rentals will be displayed.

  4. The rentals filter will only include assigned rentals.

Setup

Rentals

  1. Rentals view: The rentals index, details, and settings are visible for assigned rentals. Other actions > Manage subscription is visible only to admins.

  2. If role permission Rentals is Apply changes:

    1. The rentals index, details, and settings are visible and editable for assigned rentals.

    2. Edit is enabled for all settings of assigned rentals except for Channels, Tax settings, and Other actions > Manage subscription.

    3. Channels linking is editable only by admins.

    4. Tax settings are editable only if the role permission Taxes is Submit documents.

    5. Manage subscription is manageable only by admins.

    6. Add new rental is enabled.

Channels

Visible only to Admins.

Team management

Visible only to Admins.

Inbox

  1. If role permission Inbox is No access: The page is not available.

  2. If role permission Inbox is View: All conversations are visible, but the user cannot send messages.

  3. If role permission Inbox is Send messages: Full access is provided (viewing and sending messages).

  4. Only conversations for the assigned rentals will be visible.

  5. Access to Notes within a conversation follows the role permissions for Bookings > Notes.

Bookings/Index

  1. The booking index displays information according to the Bookings role permissions. Other details are hidden.

  2. Export files will contain information according to the Bookings role permissions. Other details are hidden.

  3. 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.

  4. The number of guests will be visible even if the role permission Bookings > Guest details is set to "No access."

  5. Only bookings for the assigned rentals will be visible.

Bookings/Details

  1. Booking details and the booking edit screen will display sections according to the Bookings role permissions.

  2. Access to Notes within booking details follows the role permissions for Bookings > Notes.

  3. The number of guests will be visible even if the role permission Bookings > Guest details is set to "No access."

  4. Taxes view and edit tab behavior:

    1. If Taxes is No Access: The tab is hidden.

    2. If Taxes is View only: The tax breakdown is shown (read-only).

    3. If Taxes is Submit documents: The submission forms to the ERP are shown and usable.

  5. Access codes view and edit tab behavior:

    1. If Bookings > Access codes is No Access: The tab is hidden.

    2. If Bookings > Access codes is View only: The access code tab is shown, but the user cannot create/edit/delete manual codes.

    3. If Bookings > Access codes is Apply changes: The access code tab is shown, and the user can create/edit/delete manual codes.

Calendar/Multi calendar

  1. Guest name will be hidden if role permission Bookings > Guest details is No access.

  2. Prices will be hidden if role permission Rate management is No access.

  3. Only bookings for the assigned rentals will be visible.

  4. Filters and rental selections will only include assigned rentals.

  5. Other functionalities remain as is.

Automated messaging

  1. If role permission Automated messaging is No access: The menu item and page are hidden.

  2. If role permission Automated messaging is View only:

    1. In Scheduled and Sent messages, only View message/View rule actions are available.

    2. Cancel message and Add new rule actions are hidden.

    3. In Message rules, all rules that include at least one of the assigned rentals are displayed.

    4. In Scheduled and Sent messages, messages triggered by rules that include at least one of the assigned rentals are displayed.

  3. If role permission Automated messaging is Apply changes: Full functionality is provided, subject to rental assignment:

    1. Full functionality (editing rules, messages) is available only for rules and messages configured exclusively for the assigned rentals.

    2. 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).

    3. 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.

    4. 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

  1. If role permission Rate management is No access: The menu item and page are hidden.

  2. If role permission Rate management is View only: All editing functionality in both Default settings and Exceptions is disabled.

  3. If role permission Rate management is Apply changes: Full access to functionality is provided.

  4. In both View only and Apply changes scenarios, only assigned rentals will be visible and (if applicable) editable.

Expenses

  1. If role permission Expenses is No access: The menu item and page are hidden.

  2. If role permission Expenses is View only:

    1. Add, Edit, and Delete expense actions are disabled/hidden.

    2. The Settings tab is hidden.

    3. Expenses linked with at least one of the assigned rentals will be displayed.

  3. If role permission Expenses is Apply changes: Full access to functionality is provided.

  4. Expense creation and editing are permitted only for expenses linked to the assigned rentals.

Reports

  1. All reports will display Performance and Financial data according to the Reports role permissions.

  2. Financial data will be present in reports only if Bookings > Price details permission is View or Apply changes.

  3. Expenses are included in financial reports (e.g., Profit and Loss) only if Expenses permission is View or Apply changes.

  4. All report metrics will be calculated based on assigned rentals.

  5. The rentals filter will only include assigned rentals.

Taxes

  1. If role permission Taxes is No access: The menu item and page are hidden.

  2. If role permission Taxes is View only: The "send document" buttons are disabled from the index. All other viewing capabilities remain.

  3. If role permission Taxes is Submit documents: Full access to functionality is provided.

  4. Only bookings for the assigned rentals will be visible.

  5. The rentals filter will only include assigned rentals.

Integrations

  1. Accessible only to Admins.

Settings

Notification settings

  1. Settings for New bookings, modifications, and cancellations notifications will be available to all users.

  2. Inbox conversations settings will be hidden if the role permission Inbox is No access.

Email Notifications

Monthly report email

  1. 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.

  1. Reports will include data only for assigned rentals.

New bookings, modifications, and cancellations notifications

  1. Guest name/phone will be hidden if role permission Bookings > Guest details is No access.

  2. Booking value and fees will be hidden if role permission Bookings > Price details is No access.

  3. All other details will remain visible in all cases.

  4. Notifications will be triggered only for assigned rentals.

Inbox notifications

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

New Invitation Accepted

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

Did this answer your question?