Team members and roles
What it is
The Team members screen in the website administration. It is where you invite your colleagues and assign them a role.
It is part of the Standard plan and above.
Why you need it
So that the receptionist sees the reservations, the cleaner sees the rooms and the marketer sees the content - and nobody sees what they do not need. You remain the owner with full access.
How to add a member
- In the left menu open Team members.
- Click Add member.
- Fill in the Email, and optionally the Name.
- Choose the Role. The system immediately lists what they will have access to.
- Click Send invitation.
Your colleague receives an invitation e-mail. After clicking the link they set their own password and are logged in to the website administration straight away. The link is valid for 14 days.
You do not know or set your colleague's password. That way they can be sure the account belongs only to them, and it also confirms the e-mail address really exists.
If your colleague already has an account from another website that uses Ubytora, they accept the invitation by logging in with that account. They do not set a new password.
Where a member logs in
A member logs in with their e-mail and password at youraddress.com/admin. An
account created from an invitation works only in the administration of the
websites that invited it:
- it cannot be used to log in to the ubytora.com portal,
- logging in with Google does not work for it,
- the password is changed via Forgot your password? on the login screen of the website administration.
The roles
| Role | Who it is for |
|---|---|
| Owner | You. Full access, cannot be downgraded. |
| Manager | Your deputy. Sees almost everything except the team and billing. |
| Reception | Reservations, check-in, guests, reports, housekeeping. |
| Housekeeping | Only occupancy, check-in and housekeeping. |
| Marketing | Content, reviews, promo codes, campaigns, reports, website traffic. |
What each role sees
| Section | Manager | Reception | Housekeeping | Marketing |
|---|---|---|---|---|
| Reservations | Edit | Edit | View | No access |
| Housekeeping | Edit | Edit | Edit | No access |
| Guests and CRM | Edit | Edit | No access | No access |
| Rooms and pricing | Edit | No access | No access | No access |
| Content & design | Edit | No access | No access | Edit |
| Reviews | Edit | No access | No access | Edit |
| Promo codes | Edit | No access | No access | Edit |
| Campaigns | Edit | No access | No access | Edit |
| Reports | Edit | View | No access | View |
| Settings | Edit | No access | No access | No access |
| Team | No access | No access | No access | No access |
You always have the current matrix on the screen itself, in the Permission matrix block.
Three rules that always apply:
- The owner cannot be downgraded.
- Only the owner manages the team and the settings.
- Housekeeping sees no prices, no revenue and no guest details.
Billing and the plan are likewise handled only by the owner - the Upgrade item does not appear in the menu for anybody else.
Editing a member
The Edit button lets you change the name or the role.
You cannot change a member's password. If your colleague forgot it, click Send password reset - they receive an e-mail and set a new one.
If your colleague has not accepted the invitation yet, you will find a Send invitation again button there. It sends a new link and the old one stops working.
Removing a member
Use the Remove button. They lose access to the website administration immediately.
If your colleague is not a team member of any other website, their account is deleted as well. If you add them again, they receive a new invitation.
Use this when an employee leaves. Leaving them access is a needless risk.
Member states
- Active - has access and can log in.
- Invited - the invitation went out, they have not accepted it yet.
Common problems
The Team members item has a padlock. It is part of the Standard plan and above.
My colleague cannot see what I can. They only see what belongs to their role. Look at the matrix above. If they need more, change their role.
My colleague did not get the invitation. Ask them to check their spam folder. Then click Send invitation again in Edit.
A colleague cannot log in. Check that they are going to
youraddress.com/admin and using the e-mail you entered. If they forgot their
password, send them a password reset through Edit.
My colleague cannot log in to ubytora.com. That is how it should be. A team member account works only in the administration of the website that invited it.
The receptionist cannot see prices. That is how it should be. The reception role has no access to pricing.
I want a colleague to see the billing. That is not possible. Billing and the plan belong to the owner only.
I removed a member and they are still logged in. They lost access straight away. The next time they click anything in the website administration, they will not get anywhere.