Portal User Access grants Team Access to owners, cleaners, maintenance staff, etc. to view availability calendars and perform actions like blocking off time or viewing owner statements. Each Portal User gets a separate login, and you can configure access to one or more properties or owners, including the ability for a single property to share multiple owners. Once new Portal Users have been added, you will be able to grant specific permissions for each Portal User as we will detail in this article.
Review the Team Access Overview to learn more about the Team Access feature.
Team Access Area
Everything is managed in Settings in the Team Access area. OwnerRez Users can navigate to your Team Access area by clicking on the drop-down arrow of your account (upper right-hand corner of your OwnerRez dashboard) and clicking on Team Access.
Or use the left menu to navigate to My Account > Team Access.
To grant Portal Access, complete the steps below for each Portal User or Owner. OwnerRez Users will invite each Portal User with their name and email address. When you create or invite a Portal User, an email will be automatically sent to them with a link they can use to log in and set their own password.
In the Team Access area, note that you can toggle between the Staff and Portal Tabs.
Portal Member Invite and Permissions
Note we are in the Portal tab. You can invite Portal Users by clicking on the Invite Portal User as shown below.
In the Portal Invite section, enter the First and Last Name and Email Address of the Portal User that you would like to invite. Then you can complete the lower section that creates or grants calendar, booking and financial permissions. Those permissions include:
- View Calendar see the calendar and booked/blocked dates
- View Guest Name see the name of the guest
- View Contact Info see the email and phone number of the guest
- View Source/Listing Site view the source or listing site for that specific booking
- View Custom Fields view any custom fields associated with that specific booking
- View Door Codes view door codes generated with Door Lock Integrations
- View Tags view any custom tags associated with that specific booking
- Notes
- View notes on the booking or blocked-off time
- Add notes on the booking or blocked-off time
- Title edit the title of the booking
- Blocked-Off Time
- View Blocked-Off time
- Add Blocked-Off time
- Add/Move/Cancel Blocked-Off time
- Financials
- None give no access to financials
- All show all of the total charges and revenue. Owner Revenue shows only the numbers relevant to the properties selected for that owner.
Click on Invite as shown above.
Portal User Invitation Acceptance
When Portal User Lynn Jones receives her Portal Access Email Invitation, and clicks on the link located in her email invitation, the link will open your Portal login page, as seen below. On this page, Lynn Jones's name and email will be pre-populated. New Portal Users 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 Portal User needs to update their email address, OwnerRez Users will need to send a new Portal Access Email Invitation.
- Portal Users can create their own Password.
The Portal User then clicks on Join.
If the Portal User already has a Portal Team Access account with another OwnerRez User, they can use the same login and password to view multiple OwnerRez Portal Team Access accounts. Portal Users that already have an account can do the following during the invitation acceptance process:
- Click on the I already have an account radio button.
- Send an email to you, the OwnerRez User that sent the initial Email Invitation.
- Update their First and Last Names.
- If the Portal User needs to update their email address, OwnerRez Users will need to send a new Portal Access Email Invitation.
- Portal Users can log in with the same Password that they use for their other OwnerRez Portal Team Access accounts.
Managing Your Portal Users' Permissions
You have sent email invitations and your Portal User has accepted the invitation but what if you need to change their permissions? Users can change access for their Portal Users. Note that we are in the Portal tab below.
In the example below, we are going to change the permissions of Portal User Lynn Jones, a cleaner for the Beach Barn and Beach Hut properties. You have some options here. You can:
- Click on Lynn's name
- Click on the pen icon
- Click on the drop-down arrow next to the pen icon to reveal the following options:
- Edit this User
- Open Lynn's Portal User information in a new tab
Now you will see Lynn Jones's information. Click on Grant Portal Access.
The OwnerRez user can grant or create access for Lynn to view All properties or Specific properties. And if we only want to grant or create access to Specific properties, we can select the desired properties by clicking the checkbox next to the desired properties.
Multiple-Account Switcher
What if your cleaner/housekeeper or maintenance person has access to two or more different OwnerRez portals to view different properties? Portal users can access multiple OwnerRez accounts with the same email login, allowing them to access multiple accounts, by switching directly between those accounts in the menu bar. When the portal user logs in, they will be able to switch to each account as shown below by clicking on the Switch Account button on the upper right menu bar.
All accounts the portal user has access to will be displayed in the modal and the user can easily view the type of access they have as well as switch to their desired team portal. Then, from anywhere in the app, they'll be able to view and switch accounts again by using the "Switch Accounts" button on the top menu bar.
Managing Team Members
When a Portal User is invited to join your Access Team, they will receive an email with a secure link to log in and set their own password. You can resend the email invite anytime using the Resend Invite button under their Portal User settings as detailed below. You can also click on the Change button to edit the Portal User's First and Last Name and Email Address.
Once you've configured the permissions, Portal Users will be able to log in and see what you've given them access to. If you want to verify what they have access to, use the Log In As button on the Portal User Settings for that individual Portal User. That will log you into their account and you can look around and verify that you've set it up properly. OwnerRez highly recommends that you do so to assure everything is configured correctly. Let's click on Log in as Lynn to see if we've set up Lynn's Portal Access correctly.
As noted below, Lynn now has access to your Portal.
- Note the banner at the top stating that you are Logged in as a portal user. You're currently seeing what Lynn Jones will see when they log in.
- You can click on Go back to your main account>> to exit Lynn's Portal view.
- Lynn can see both the Beach Barn and Beach Hut calendars but can also select one property only by unclicking a property in the drop-down list.
Lynn can also click on individual bookings to view any Custom Fields, Door Codes, Tags or Notes associated with this individual booking as shown below.
The Last Access item tells you the last time the Portal User has logged in or blocked off time. This is useful information to make sure they were able to log in successfully and are keeping up to date on the system. For more detailed information, hover over the time link next to Last Access as shown below.
If a Portal User forgets their password, they'll need to select "I forgot my password" on the login page for the system to email them a password reset link.
If you want to edit access for a Portal User, you can drill into each permission and change it. To remove a specific access from a Portal User, select the access and delete it.
Once a user has accepted an invite and created an account, there is currently no way to delete that User. You can only remove their access from your account at any time. If they need to be added back to your account, you just reinvite them to have access.