Adding Team Members

🌱Growth5 minutes

Adding Team Members

Tier: Growth 🌱 | Business 💼
Time: 10 minutes per team member
Prerequisites: Growth or Business plan subscription, team member email addresses

Overview

Team collaboration allows you to invite co-hosts, property managers, assistants, or virtual assistants to help manage your GuestLoop account. Each team member gets their own login with customizable permissions, enabling secure collaboration without sharing your password.

Why Use Team Members

Benefits of Team Collaboration

For Property Managers:

  • ✅ Delegate tasks to team members
  • ✅ Property-specific access control
  • ✅ Track who did what (audit trail)
  • ✅ Scale operations efficiently
  • ✅ Secure access (no password sharing)

For Co-Hosts:

  • ✅ Share property management duties
  • ✅ Access when owner unavailable
  • ✅ Collaborate on campaigns
  • ✅ Respond to guest messages

For Virtual Assistants:

  • ✅ Limited access to specific tasks
  • ✅ No access to billing/sensitive data
  • ✅ Temporary access easily revoked
  • ✅ Audit trail of all actions

Team Member Limits

By Plan Tier

Trial:

  • Team members: 1 (owner only)
  • Cannot add team members during trial

Growth Plan ($29/mo):

  • Team members: 1 (owner only)
  • Basic permissions
  • Property-level access control

Business Plan ($79/mo):

  • Team members: Up to 5 ✅
  • Advanced permission controls
  • Property-specific access
  • Role templates

How to Add Team Members

Step 1: Navigate to Team Management

  1. Click Settings in left sidebar
  2. Click Team tab
  3. Or go directly to: /dashboard/settings/team

Step 2: Click "Invite Team Member"

  1. Click "+ Invite Team Member" button (top right)
  2. Invitation form opens

Step 3: Enter Team Member Details

Email Address (Required)

Example: assistant@example.com
  • Must be valid email
  • Will receive invitation
  • Creates their account

Full Name (Required)

Example: Sarah Johnson
  • How they'll appear in the system
  • Shows in audit logs

Role (Required) Select from:

  • Administrator - Full access (except billing)
  • Manager - Can manage properties, bookings, campaigns
  • Editor - Can edit guidebooks, respond to guests
  • Viewer - Read-only access

See: Team Roles Guide for detailed permissions

Step 4: Select Property Access

Access Level:

All Properties (Default)

  • Access to every property
  • Sees all bookings
  • Manages all guests

Specific Properties

  • Select which properties they can access
  • Only see bookings for their properties
  • Property-specific permissions

Example for Co-Host:

✅ Beach House (Full access)
✅ Mountain Cabin (Full access)
❌ Downtown Loft (No access)

Step 5: Set Permissions

Core Permissions:

☐ View Dashboard - See overview stats
☐ Manage Properties - Create/edit properties
☐ Edit Guidebooks - Update guidebook content
☐ Manage Bookings - View, edit, import bookings
☐ Send SMS - Send text messages
☐ View Guests - Access guest database
☐ Edit Guests - Modify guest information
☐ Create Campaigns - Build email campaigns
☐ Send Campaigns - Launch email campaigns
☐ View Analytics - Access reports
☐ Manage Team - Invite/remove team members (Admin only)
☐ Access Billing - View/modify subscription (Owner only)

Pro Tip: Start with minimal permissions, add more as needed.

Step 6: Add Welcome Message (Optional)

Hi Sarah!

I'm inviting you to help manage Beach House on GuestLoop.
You'll be able to edit the guidebook and respond to guests.

Let me know if you have any questions!
- John

Step 7: Send Invitation

  1. Review all settings
  2. Click "Send Invitation"
  3. Email sent immediately
  4. Team member appears as "Pending" in list

What Team Members Receive

Invitation Email

Team member receives:

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

You've been invited to join GuestLoop!

John Smith has invited you to join their GuestLoop team
as a Manager.

Properties you'll help manage:
• Beach House
• Mountain Cabin

Click below to accept invitation:
[Accept Invitation →]

This invitation expires in 7 days.

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Acceptance Process

If they don't have a GuestLoop account:

  1. Click "Accept Invitation"
  2. Taken to signup page
  3. Create password
  4. Account created with team access

If they already have a GuestLoop account:

  1. Click "Accept Invitation"
  2. Log in with existing credentials
  3. Team access added to their account
  4. Can switch between their properties and team properties

Managing Pending Invitations

Invitation Status

Pending ⏸️

  • Invitation sent, not yet accepted
  • Waiting for team member to respond
  • Expires in 7 days

Active ✅

  • Team member accepted and logged in
  • Has access to properties
  • Can perform assigned tasks

Expired ❌

  • Invitation not accepted within 7 days
  • Must resend invitation

Resending Invitations

If team member didn't receive or lost email:

  1. Go to Team page
  2. Find pending invitation
  3. Click "Resend Invitation"
  4. New email sent

Canceling Invitations

Changed your mind before they accept?

  1. Go to Team page
  2. Find pending invitation
  3. Click "..." menu → "Cancel Invitation"
  4. Invitation invalidated
  5. Removed from list

Team Member Dashboard View

What Team Members See

Depends on their role and permissions:

Administrator:

  • Full dashboard access
  • All properties visible
  • Can perform most actions
  • Cannot access billing (owner only)

Manager:

  • Dashboard with assigned properties
  • Can manage bookings, guests, campaigns
  • Cannot invite team members
  • Cannot change settings

Editor:

  • Properties they're assigned to
  • Can edit guidebooks
  • Can respond to messages
  • Limited booking/guest access

Viewer:

  • Read-only access
  • Can view but not edit
  • Good for reporting purposes
  • No ability to change anything

Property-Specific Access

Why Use Property-Specific Access

Use cases:

Different Co-Hosts per Property:

Beach House → Sarah (co-host)
Mountain Cabin → Michael (co-host)
Downtown Loft → Owner only

Virtual Assistants:

VA #1 → Beach House only (guidebook editing)
VA #2 → Mountain Cabin only (guest communication)

Property Managers:

Manager A → Properties 1-5
Manager B → Properties 6-10

How to Set Property Access

When inviting or editing team member:

  1. Uncheck "All Properties"
  2. Select Specific Properties checkbox appears
  3. Check properties they should access: ☑️ Beach House
    ☑️ Mountain Cabin
    ☐ Downtown Loft (unchecked = no access)
  4. Save changes

Team member will only see:

  • Their assigned properties
  • Bookings for those properties
  • Guests from those properties
  • Campaigns filtered to those properties

Common Team Scenarios

Scenario 1: Hiring Virtual Assistant for Guidebook Editing

Goal: VA updates guidebooks, nothing else

Setup:

  • Role: Editor
  • Properties: Select specific ones
  • Permissions:
    • ☑️ View Dashboard
    • ☑️ Edit Guidebooks
    • ☐ Everything else OFF

Result: VA can only edit guidebooks for assigned properties, nothing more.

Scenario 2: Co-Host Partner (50/50 Split)

Goal: Equal access to manage properties together

Setup:

  • Role: Administrator
  • Properties: All Properties
  • Permissions:
    • ☑️ All permissions EXCEPT billing

Result: Co-host can do everything you can, except change subscription or payment method.

Scenario 3: Customer Service Team Member

Goal: Respond to guest messages, view booking details

Setup:

  • Role: Manager
  • Properties: All Properties
  • Permissions:
    • ☑️ View Dashboard
    • ☑️ View Bookings
    • ☑️ View Guests
    • ☑️ Send SMS
    • ☑️ Manage Inbox

Result: Can respond to guests and view information, but can't change anything critical.

Scenario 4: Property-Specific Manager

Goal: Manager handles specific properties only

Setup:

  • Role: Manager
  • Properties: Properties 1, 2, 3 (out of 10 total)
  • Permissions:
    • ☑️ Full management permissions

Result: Manager only sees "their" 3 properties, completely isolated from others.

Editing Team Member Access

How to Modify Permissions

After team member has accepted:

  1. Go to Settings → Team
  2. Find team member in list
  3. Click "Edit" button
  4. Update any field:
    • Change role
    • Modify property access
    • Add/remove permissions
    • Update name
  5. Click "Save Changes"
  6. Changes apply immediately

Team member's next login reflects new permissions.

Removing Team Members

How to Remove Access

When to remove:

  • ✅ Team member no longer working with you
  • ✅ Role ended (VA project complete)
  • ✅ Security concern
  • ✅ Reducing team size

How to remove:

  1. Go to Settings → Team
  2. Find team member
  3. Click "..." menu
  4. Select "Remove from Team"
  5. Confirmation modal appears: 
    Remove Sarah Johnson from team?

They will immediately lose access to:
• Beach House
• Mountain Cabin
• All bookings and guest data
• Cannot log in to this account

This cannot be undone.

[Cancel] [Yes, Remove]
  6. Click "Yes, Remove"
  7. Access revoked immediately

What happens:

  • Team member can no longer log in to your account
  • Their own GuestLoop account (if they have one) unaffected
  • Audit trail preserved (shows who they were)
  • Can re-invite them later if needed

Team Member Audit Trail

Tracking Team Actions

Every action logged:

RECENT ACTIVITY

Sarah Johnson (Manager)
  • Edited Beach House guidebook - 2 hours ago
  • Sent SMS to 5 guests - 5 hours ago
  • Updated guest email - Yesterday

Michael Chen (Editor)
  • Added Mountain Cabin photo - 3 hours ago
  • Changed check-in instructions - Yesterday

You (Owner)
  • Invited new team member - Today
  • Created email campaign - 2 days ago

Use audit trail for:

  • See who made changes
  • Track team productivity
  • Investigate issues
  • Accountability

See: Team Activity Logs (Pro)

Team Member Billing

How Team Members Affect Your Bill

Good news: Team members are included in your plan!

Pricing:

  • Growth Plan: 1 team member (owner only)
  • Business Plan: Up to 5 team members
  • No per-seat charge
  • No additional fees

Why included? Because property managers need to scale teams as they grow. We don't penalize you for collaboration.

Security Best Practices

Protecting Your Account

Do's: ✅

✅ Use least privilege - Only give permissions needed
✅ Property-specific access - Limit exposure
✅ Regular audits - Review team quarterly
✅ Remove promptly - When someone leaves, remove immediately
✅ Unique emails - Each team member has own email/login
✅ Monitor activity - Check audit logs regularly

Don'ts: ❌

❌ Share your password - Each person should have own account
❌ Give admin to everyone - Reserve for trusted partners only
❌ Leave old team members - Remove when no longer needed
❌ Grant billing access - Owner only (can't be delegated anyway)

Troubleshooting

Problem: Team Member Can't Accept Invitation

Causes:

  • Invitation expired (>7 days)
  • Email went to spam
  • Wrong email address

Solutions:

  1. Check invitation status (Pending/Expired)
  2. Resend invitation
  3. Ask them to check spam folder
  4. Verify email address is correct
  5. Cancel and resend with correct email

Problem: Team Member Has Wrong Permissions

Causes:

  • Permissions set incorrectly during invite
  • Role doesn't match intended access
  • Property access not configured

Solutions:

  1. Go to Settings → Team
  2. Click "Edit" on team member
  3. Review and update:
    • Role
    • Property access
    • Individual permissions
  4. Save changes (immediate effect)

Problem: Removed Team Member Can Still Log In

Causes:

  • They have their own GuestLoop account
  • Removal didn't complete
  • Browser cache

Solutions:

  1. Verify removal in Team list (should not appear)
  2. They can log in to THEIR account, but not access YOUR properties
  3. If they still see your properties, contact support

What's Next?

After adding team members:

  1. ✅ Team Roles & Permissions - Understand each role
  2. ✅ Managing Team Access - Ongoing team management
  3. ✅ Team Activity Logs - Monitor team actions
  4. ✅ Property Settings - Advanced access control

Frequently Asked Questions

Q: Can team members add other team members?

A: Only if they have "Manage Team" permission (typically Admin role only).

Q: Can team members see each other?

A: Yes, all team members can see the team list (names and roles).

Q: What if team member has their own GuestLoop properties?

A: They can switch between accounts in the dashboard. Their properties stay separate from yours.

Q: Can I limit team member to read-only?

A: Yes! Use the "Viewer" role for read-only access.

Q: Do team members get notifications?

A: Yes, they receive notifications for properties they have access to.

Q: Can team members export guest data?

A: Only if they have "View Guests" permission AND property access.

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Adding Team Members | GuestLoop Help Center