With Host Tools' multi-user management feature, you can invite people to create their own user accounts. You can also grant different levels of permission depending on what you want them to be able to see and do.
You can give an assistant access to message guests or adjust prices, homeowners access to keep them in the loop, let them block off a unit for personal use, or allow cleaners to see reservations and notes about bookings. Assign a different role to each user within your account; it’s entirely up to you.
This guide will explain how you can invite people to your Host Tools account, using the "Users" feature, and what permissions each role has.
Performance Dashboard access: the account owner always has access to the performance Dashboard. Team members can see the Dashboard too when their role lets them view reservation financial details, and it only shows data for the listings and groups they're allowed to access.
1. How to add a user to your Host Tools account
Click on your profile picture in the upper right-hand corner and select Settings from the drop-down menu. Then select User Management on the left. You can add a new user by pressing the Add User button in the top right hand corner.
The Add user form opens on its own page, grouped into three sections:
User Details — first name, last name, email, and password
Role & Permissions — pick a role, and expand Permissions detail to see exactly what that role can do
Listing Groups — choose which listing groups the user can access
Remember, you can always make a listing group with just one listing!
2. Finding a user on a large team
The User Management list shows each user's username, name, role, and listing group. To narrow it down:
Type in the search box to find someone by name or username
Filter the list by Role or by Group
Sort by Username or Name by clicking the column header
Page through the list when you have more users than fit on one screen
💡 You can also require two-factor authentication for everyone on your team using the toggle above the list.
3. List of User Roles and permissions
Whenever you're adding or editing a user, expand Permissions detail under Role & Permissions to see a table of every area of Host Tools and whether the selected role can Edit it, only View it, or can't access it at all. The areas covered are Dashboard, Calendar, Reservations, Inbox, Automations, Pricing, Listings, Channels, Listing Groups, Smart Locks, Direct Booking, API & Integrations, User Management, and Billing & Subscription. The table updates as you switch roles, so you can compare them before you save.
Assistant
Inbox (view conversations and send messages)
Message Rules (view, create, and edit message rules)
Pricing (view and edit prices on both the multi-calendar and pricing page)
Set Availability (block days on the calendar and create manual reservations)
Listing Settings (can edit listing settings modal)
Listing Groups (can edit listing groups)
Reservation (edit and view full reservation details)
Smart Locks (edit and view smart lock settings)
Direct Booking (create, edit, and view direct booking sites)
View the Performance Dashboard and create custom views with widgets
An Assistant CANNOT:
Accounts (add/edit Airbnb, VRBO, Booking, Houfy, and Seam)
API Key (cannot see the API key on the settings page)
View or edit the Billing page
View or edit the Users page
Virtual Assistant
Inbox (view conversations and send messages)
Pricing (view prices on both the multi-calendar and pricing page)
Set Availability (block days on the calendar and create manual reservations)
Listing Groups (view listing groups)
Reservation (view full reservation details)
View the Performance Dashboard and create custom views with widgets
A Virtual Assistant CANNOT:
Accounts (add/edit Airbnb, VRBO, Booking, Houfy, and Seam)
API Key (cannot see the API key on the settings page)
Message Rules (view, create, and edit message rules)
View or edit the Billing page
View or edit the Users page
Edit Pricing on the calendar page or view the pricing page.
Access Listing Settings
Create Listing Groups
Edit full reservation details
Owner
Pricing (Can view prices on the multi-calendar page, but cannot edit prices)
View reservation details and price (Can view full reservation details, including guest pay-in and host payout, but cannot edit)
Block dates on the calendar
View the Performance Dashboard and create custom views with widgets
An Owner CANNOT:
Access the Inbox (view conversations and send messages)
Message Rules (view, create, and edit message rules)
Edit Pricing on the calendar page or view the pricing page.
Add manual reservations to the calendar
Accounts (add/edit Airbnb, VRBO, Booking, Houfy, or Seam)
Access Listing Settings
Access Listing Groups
View or edit full reservation details
API Key (cannot see the API key on the settings page)
View or edit the Billing page
View or edit the Users page
Cleaner
View basic reservation details (guest name, number of guests, dates, notes, preferred language)
A Cleaner CANNOT:
View or edit pricing
See or edit Availability (blocked days on the calendar)
Access the Inbox (view conversations and send messages)
Access Message Rules (view, create and edit message rules)
Accounts (add/edit Airbnb, VRBO, Booking, Houfy, or Seam)
Access Listing Settings
Access Listing Groups
View or edit full reservation details
API Key (cannot see the API key on the settings page)
View or edit the Billing page
View or edit Users page
4. How to Change a User's Role
Click Edit next to the user to open their Edit user page. Under Role & Permissions, click the button for the role you want — expand Permissions detail if you want to check what it allows first — then click Save.
5. How to Remove a User
Click the delete icon next to the user in the User Management list, then confirm by clicking Delete.