Everyone on your team has a role. The role decides which pages they see in the menu and which buttons they can press. You choose it when you invite someone, and you can change it on their page on Team.
The five roles in short
- Owner — everything, including billing, closing the account and handing the business to someone else. There is one owner.
- Admin — everything except billing and closing the account. Can manage managers and receptionists.
- Manager — bookings, guests, messages, rooms, cleaning and reports. No business settings and no team.
- Receptionist — the front desk: today's arrivals, check-in, reservations (to look at), booking notes, the calendar, messages, booking requests, front-desk ID uploads, parking and reporting problems.
- Cleaner — only the cleaner app with their own jobs. Cleaners are added on the Cleaners page, not the Team page, and don't use team seats.
The list below is exact: it is made from the same list TIOO uses to decide who may open each page.
Note: Some areas also need the right plan. For example, invoices need Starter or higher and reports need Growth or higher. A role can't open a page your plan doesn't include. See Your TIOO plan.
Everything, area by area
✓ = can do it. — = can't.
Reservations
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See reservations |
✓ |
✓ |
✓ |
✓ |
— |
| Add and edit reservations, check guests in and out |
✓ |
✓ |
✓ |
— |
— |
| Cancel bookings |
✓ |
✓ |
✓ |
— |
— |
| Change prices |
✓ |
✓ |
✓ |
— |
— |
| Pause guest access |
✓ |
✓ |
— |
— |
— |
| Read and write booking notes |
✓ |
✓ |
✓ |
✓ |
— |
| Delete other people's notes |
✓ |
✓ |
— |
— |
— |
Calendar & availability
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See the calendar |
✓ |
✓ |
✓ |
✓ |
— |
| Block dates and set restrictions |
✓ |
✓ |
✓ |
— |
— |
Guests & guest records
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| Open and edit guest records |
✓ |
✓ |
✓ |
— |
— |
| Download the guest list |
✓ |
✓ |
✓ |
— |
— |
Guest IDs
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See ID photos and check-in insights |
✓ |
✓ |
✓ |
— |
— |
| Upload IDs at the front desk |
✓ |
✓ |
✓ |
✓ |
— |
| Approve, reject and delete IDs |
✓ |
✓ |
— |
— |
— |
| Give ID records to police or courts |
✓ |
✓ |
— |
— |
— |
Messages
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| Read messages |
✓ |
✓ |
✓ |
✓ |
— |
| Reply, send and sort messages |
✓ |
✓ |
✓ |
✓ |
— |
| Delete conversations |
✓ |
✓ |
✓ |
— |
— |
| Write message templates |
✓ |
✓ |
✓ |
— |
— |
| Delete templates and change message settings |
✓ |
✓ |
— |
— |
— |
Booking requests
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See booking requests |
✓ |
✓ |
✓ |
✓ |
— |
| Approve or refuse booking requests |
✓ |
✓ |
✓ |
— |
— |
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See upgrade and extra-room requests and offers |
✓ |
✓ |
✓ |
— |
— |
| Approve or refuse them |
✓ |
✓ |
— |
— |
— |
Rooms & properties
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See rooms |
✓ |
✓ |
✓ |
✓ |
— |
| Edit rooms and photos |
✓ |
✓ |
✓ |
— |
— |
| Add or delete rooms |
✓ |
✓ |
✓ |
— |
— |
| Add, edit or delete properties |
✓ |
✓ |
— |
— |
— |
Parking
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See parking and guests' cars |
✓ |
✓ |
✓ |
✓ |
— |
| Change parking settings |
✓ |
✓ |
✓ |
— |
— |
Calendar sync & XLS upload
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See calendar sync and uploads |
✓ |
✓ |
✓ |
— |
— |
| Connect calendars and upload booking files |
✓ |
✓ |
✓ |
— |
— |
Smart locks
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See smart locks |
✓ |
✓ |
— |
— |
— |
| Unlock doors remotely |
✓ |
✓ |
✓ |
— |
— |
| Make or cancel PINs |
✓ |
✓ |
— |
— |
— |
| Connect and set up locks |
✓ |
✓ |
— |
— |
— |
Heating & cooling
Only shown when your business has Heating & cooling (Growth and higher plans).
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See heating & cooling |
✓ |
✓ |
✓ |
— |
— |
| Change temperatures by hand |
✓ |
✓ |
✓ |
— |
— |
| Connect thermostats, link rooms and set the rules |
✓ |
✓ |
— |
— |
— |
Cleaning
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See cleaning jobs and reports |
✓ |
✓ |
✓ |
— |
— |
| Plan cleaning, give out jobs, manage cleaners |
✓ |
✓ |
✓ |
— |
— |
| Pay cleaners |
✓ |
✓ |
— |
— |
— |
| Give cleaners sign-in access |
✓ |
✓ |
— |
— |
— |
Maintenance
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See problems |
✓ |
✓ |
✓ |
✓ |
— |
| Report problems |
✓ |
✓ |
✓ |
✓ |
— |
| Update, assign and close problems |
✓ |
✓ |
✓ |
— |
— |
| Delete problems |
✓ |
✓ |
— |
— |
— |
Invoices & payments
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See invoices |
✓ |
✓ |
✓ |
— |
— |
| Create, edit and send invoices |
✓ |
✓ |
✓ |
— |
— |
| Mark paid and record payments |
✓ |
✓ |
✓ |
— |
— |
| Send or mark many invoices at once |
✓ |
✓ |
— |
— |
— |
| Connect payment providers (Stripe, PayPal…) |
✓ |
✓ |
— |
— |
— |
Event pricing
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See events and price suggestions |
✓ |
✓ |
✓ |
— |
— |
| Add and edit events |
✓ |
✓ |
✓ |
— |
— |
| Apply prices |
✓ |
✓ |
✓ |
— |
— |
Reviews
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See reviews |
✓ |
✓ |
✓ |
— |
— |
| Show or hide reviews on the website |
✓ |
✓ |
✓ |
— |
— |
| Import, delete and connect Google reviews |
✓ |
✓ |
— |
— |
— |
Reports
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See reports |
✓ |
✓ |
✓ |
— |
— |
Website
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| Edit the website |
✓ |
✓ |
— |
— |
— |
| Publish or take the website offline |
✓ |
✓ |
— |
— |
— |
| Add custom JavaScript |
✓ |
— |
— |
— |
— |
Photos
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| Add photos (uploads and free photos) |
✓ |
✓ |
✓ |
— |
— |
Settings
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| Change business settings (portal, house rules, email…) |
✓ |
✓ |
— |
— |
— |
| Edit the local area guide |
✓ |
✓ |
✓ |
— |
— |
| Ask TIOO for setup help |
✓ |
✓ |
✓ |
— |
— |
Team
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See the team |
✓ |
✓ |
— |
— |
— |
| Change people's role, properties and photo |
✓ |
✓ |
— |
— |
— |
| Invite people |
✓ |
✓ |
— |
— |
— |
| Create and edit roles |
✓ |
✓ |
— |
— |
— |
| Hand the business over to someone else |
✓ |
— |
— |
— |
— |
Activity log
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See the activity log |
✓ |
✓ |
— |
— |
— |
Billing
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See the plan, usage and TIOO invoices |
✓ |
✓ |
— |
— |
— |
| Change the plan, add-ons and payment card |
✓ |
— |
— |
— |
— |
The business
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| Delete the business or download all its data |
✓ |
— |
— |
— |
— |
Sign-in
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| Their own sign-in security and language |
✓ |
✓ |
✓ |
✓ |
✓ |
| Confirm it's really them before sensitive pages |
✓ |
✓ |
✓ |
— |
— |
Cleaner app
| What they can do |
Owner |
Admin |
Manager |
Receptionist |
Cleaner |
| See and do their cleaning jobs |
— |
— |
— |
— |
✓ |
| Report problems from the cleaner app |
— |
— |
— |
— |
✓ |
Things that never change
Some things stay with the same people whatever you set:
- Only the owner can change the plan, the card and add-ons, delete the business or download all its data, hand the business to someone else, and add custom JavaScript to the website.
- Only the owner and admins can give ID records to police or courts — a legal duty under data protection law.
- Only the owner, admins and managers can confirm it's really them before sensitive pages (for example guest ID photos).
- Everyone looks after their own sign-in: password, sign-in code and dashboard language.
Receptionists and guest records
Guest records hold guests' contact details and stay history. By default only owners, admins and managers can open them. On Team, Guest Records access lets you allow receptionists too. Downloading the whole guest list to a spreadsheet always stays with owners, admins and managers.
Limit someone to some properties
If you have more than one property, managers and receptionists can be limited to the properties they work at: open the person on Team and tick Properties they can see. None ticked means all properties. Owners and admins always see every property.
Custom roles
Need something in between — for example a manager who can't change prices? On Growth and higher plans, where your Team page has a Roles & permissions tab, you can make your own roles from the same list, starting from one of the ready-made ones. The owner-only and owner-and-admin items above can't be given to a custom role.
Good to know
- A person who can't see a page or button usually lacks the permission in the list above, or your plan doesn't include it. Check their role on Team.
