The Owner Login feature allows property managers to provide property owners with controlled access to key information within the system. This functionality is designed to streamline communication and improve transparency by enabling owners to securely log in, review property data, generate reports, and interact with specific functions based on the permissions you assign. You stay in control – owners will only have access if you allow it, and only to the specific information you choose to share.
With the introduction of consolidated multi-owner login and a more intelligent system logic that links properties to owner profiles, property managers offer a complete unified owner statements across owners’ entire portfolio. Owners no longer need to switch between individual properties-bookings, revenue, and accounting data are automatically aggregated and accessible from a single interface.
Consolidated multi-owner login
To get started, navigate to Owner Management > Owner Login and complete the owner’s login credentials (new or existing login).
Owner Login vs. Owner Details: Understanding the difference
- Owner Details: Located under Property Settings > Property Profiles > Owner Details, this section is used solely to store an owner’s contact and profile information. It does not grant system access. Useful for:
- Auto-populating owner statements for the owned properties.
- Automatically sending booking confirmations and financial summaries based on your configured settings.
- Owner Login: Located under Owner Management > Owner Login, this feature allows owners to log in (they will receive an invoice to access the system), view the calendar, block it, record bookings, and see financial data.
New login
When setting up a new login, enter the owner’s full name, choose their preferred system language from the dropdown menu, and create a username. You’ll also need to provide their email address – this is where the login credentials will be automatically sent once the profile is saved.
If you’d like to brand the owner’s portal, you can upload a custom logo that will appear in their interface and override the existing one; otherwise, you can keep your default logo, uploaded under Brand Integration. Once you’re finished, click Save at the bottom of the page to trigger the email with credentials.
You can create as many owner logins as needed. For example, if a property has multiple stakeholders – such as family members or accountants, you can set up individual logins for each, giving them access tailored to their specific role.
Existing login
To update an existing login, select the “Select an existing login” option and pick the owner you would like to edit from the dropdown list. You can adjust their personal information, language preference, logo, assigned properties, or owner profile. You can also preview how their portal appears or resend credentials at any time.
Under this option, you will see the list of owners you added through the Owner Login.
Assign properties to owner
Decide how to assign properties between these 2 options:
1. Manually assign properties*: Create or select the owner and then manually assign properties to them.
2. Automatically assign properties*: In this case, the owner had already assigned properties via the Owner Details section (visible only to the property manager, not to the owner). This feature simply maps those owner details to the owner’s login, allowing the owner to access the system and view all their assigned properties.
*Please refer to the sections below for more details.
1. Manually assign properties
After creating or updating a login, you can manually associate the appropriate properties. In the Owner Login setup screen, locate the Automatically assign properties/Manually assign properties dropdown and select “Manually assign properties”. You use the search bar for quick access, and select properties using the available checkboxes.
There are three display options for viewing and assigning properties, accessible by expanding or collapsing the dropdown lists:
- Unassigned Properties: Lists properties that are not currently part of any group.
- By Group: If you’ve organized properties into groups, this view lets you browse them accordingly.
- All: Shows the complete list of properties in your portfolio.
Once selected, assigned properties will appear in the Assigned Properties panel, ensuring the owner has access only to the relevant ones.
Properties can be either assigned from the Owner Login and from the property itself – Property Settings > Property Profiles > Owner Details, as explained previously under the “Owner Login vs. Owner Details: Understanding the difference” paragraph.
2. Automatically assign properties
This functionality, if enabled, allows you to provide to the owner two main key functionalities:
- Consolidated properties view: Owners can access a consolidated view of all their assigned properties directly through their login. Instead of switching between properties and manually adding up totals, owners are now able to see a unified statement showing exactly how much they are owed across their entire portfolio. The owner login is no longer limited to isolated views – the system intelligently aggregates bookings, revenue, and trust accounting data, making it accessible in a single, cohesive interface. This feature is useful for users with more than one property.
- Deleted or locked financial properties data: Behind the scenes, the system is quite advanced in terms of financial data tracking and trust accounting. When properties are assigned to an owner, the system maintains historical data, even if a property is later removed or deleted. For example, if accounting data was locked prior to a property being deleted, that data still appears in the owner’s trust accounting view. Owners can continue seeing statements that include old or deleted properties, as long as they were previously included and locked.
To use these features:
- In the Owner Login setup screen, locate the Automatically assign properties/Manually assign properties dropdown.
- Select “Automatically assign properties”.
- Choose the relevant owner profile from the list (Note: the owners in the list are sourced based on the owners added under Property Profiles).
- Click Save to finalize the assignment.
Configuring permissions
After assigning properties, you will move on to permissions configuration, which is essential for customizing the owner’s level of access. Through the bottom navigation bar, you’ll find several tools to adjust these permissions.
- In the Calendar Settings section, you can define whether the owner can simply view the calendar, block dates, or record bookings for their assigned properties.
- Next, in the Reports section, you can specify which reports the owner can access- these might include Booking Reports, Tax Reports, or Performance Reports, etc., depending on what is relevant to their role.
- The Accounting Tools section lets you decide whether the owner should see financial records such as Owner Statements or Tax Accounting data.
- Additional customization is available under Other Settings, where you can allow the owner to configure calendar sync themselves, access the online booking and search engine settings.