Staff Team Access grants Team Access to Staff Members with complete, limited, or read-only OwnerRez access. Review the Team Access Overview to learn more about the Team Access feature. If you are unsure about granting Staff Team Access to a team member, grant them Portal User Access instead.
Team Access Area
Everything is managed in Settings in the Team Access area. OwnerRez Users can navigate to your Team Access account by clicking on the Team Access link on the lower left menu.
To grant Staff Member Access to your team, complete the steps below for each Staff Member or Owner. OwnerRez Users will invite each Staff Member with their name and email address. When you invite a Staff Member, an email will be automatically sent to them with a link they can use to log in and set their password.
In the Team Access area, you will note that you can toggle between the Staff and Portal Tabs.
Staff Team Invitations
Note we are in the Staff tab. You can invite Staff Members by clicking on the Invite Staff Member as shown below.
When sending Staff Member Invitations, users have the following options for Staff access and permissions at the time of the invitation.
- Limited access – this user may view and edit all bookings (including financials), compose Inbox messages specific to all or specific properties granted access to, as well as limited Tools menu options.
- Read-only access – this user may see everything but cannot make changes
- Full admin access – this user can do everything you can do
- Hide reports menu – this hides the reports menu from the user
Staff Team members can configure their own notifications by navigating to Profile > Notifications.
Full Admin Access
Be very sure that you know whether Staff Team Members should have Full admin access to everything in your account, including bookings, payments, emails, etc. Staff Members are basically clones of you. If you are unsure, grant them Read-only, Limited access, or Portal User Access instead.
Below we are giving Bob Peterson full Staff Admin Access minus Financial Reports. Notice the Hide reports menu checkbox is checked. And we've chosen to allow Bob to opt-in to receive alerts for the account. Click on Invite.
By default, the Hide reports menu checkbox is unchecked, meaning that the invited Staff Member will have full admin access to *EVERYTHING* in your account, including Financial Reports.
If you want to hide your Financial Reports from the Staff Member, you must check the Hide reports menu checkbox.
Limited Access
Staff members with Limited access can view and edit all bookings (including financials), compose Inbox messages specific to all or specific properties granted access to, and access limited Tools menu options.
When inviting new or current Staff Members, users can configure "Limited Access" by navigating to the Team Access > Staff tab, either selecting an individual Staff Member or inviting a new Staff Member, choosing the Limited Access button, and then choosing either All properties or the defaulted Specific properties.
When logged into their account, Staff Members with limited access (in this case, Suzie Staff) can only view and edit bookings, individual booking financials, and the Unified Inbox messages associated with their configured properties.
The Tools menu options for Staff Member Limited Access are limited to Quick Quote, Find or Create a Guest, and Communication History for the configured properties only.
Read-only Access
Read-only access – this user may see everything but cannot make any changes to anything.Staff Member Invitation Acceptance
When Staff Member Bob Peterson receives his Staff Member Email Invitation, and clicks on the link located in his email invitation, the link will open your Portal Log In page, as seen below. On this page Bob Peterson's name and email will be prepopulated. New Staff Members will Create a new account and can do the following during the invitation acceptance process:
- Send an email to you, the OwnerRez User that sent the initial Email Invitation.
- Update their First and Last Names.
- If the Staff Member needs to update their email address, OwnerRez Users will need to send a new Portal Access Email Invitation.
- Staff Members can create their own Password.
- Staff Members will have to check the I agree to the Terms of Service and Privacy Policy checkbox.
The Staff Member will then click on Create my account.
If the Staff Member already has a Staff Member Team account, they can use the same log in and password. Staff Member who already have an account can do the following during the invitation acceptance process:
- Click on the Login and link an account button.
- Send an email to you, the OwnerRez User that sent the initial Email Invitation.
- Update their First and Last Names.
- Staff Members can log in with the same Password that they use for their other OwnerRez Staff Member accounts.
- If the Staff Member needs to update their email address, OwnerRez Users will need to send a new Staff Member Access Email Invitation.
The Staff Member will then click on Login and link an account.
Staff Member Permissions
Staff Members have full admin access to everything in your account, including bookings, payments, emails, etc. Make sure you want to do this. If not, grant them Limited access, Read-only, or Portal User Access instead.
After Staff Member Email Invitations are accepted, OwnerRez Users can view Staff Member permissions or settings by following the directions below. Note we are in the Staff tab. To view Staff Member Bob Peterson's permissions, follow the directions below:
- Click on Bob's name
- Cllck on the pen icon
- Click on the drop down arrow next to the pen icon to reveal the following options:
- Edit this user
- Open Bob's Staff Team Member information in a new Tab
We will see that Bob Peterson's Staff Member settings include the following:
- We can't Log in as Bob as he is an admin-level user and will see the same thing as we do (minus Financial Reports).
- Permissions are noted as Full Admin Access.
- Bob's Last Access was 8 minutes ago.
The Last Access item tells you the last time the Staff Member has logged in. This is useful information to verify that they were able to log in successfully and are keeping up to date on the system.
If a Staff Member forgets their password, you can click on Change in the Staff Member Settings to resend an Email Invitation.
If you want to delete or remove access for a Staff Member, you can click on Delete in the Staff Member Settings. This will open a new dialog window as shown below. To delete the Staff Member's access, click on Yes, remove access (and there's no way to undo this.) or click on Cancel to continue the Staff Member's Access.