Team

The Team page is where you invite people to help manage your listings and manage their permissions.

Roles in Kalend

There are three main roles in Kalend:

Host

The actual owner of the account. Has all permissions and no restrictions. Can invite new team members, add and delete listings, and change anyone's permissions. There is only one Host per account — the person who created it.

Co-host

Someone who helps with team management. The Host decides which permissions they have when inviting. Assigned to specific listings — they only see assigned listings.

Housekeeping Team

The staff who clean the listings. They see the cleaning tasks of listings assigned to them. By default they don't have access to other pages — but the host can grant additional permissions if desired.

The system's flexibility: Roles are not fixed in terms of "what they can do". The Host sets each member's permissions individually. For example, you can give a Housekeeping team member view calendar permission if you wish.

Seven Core Permissions

There are seven permissions you can check when inviting or editing a member. Each works independently:

View Price

Permission to see price and currency information on reservations. This permission is effective in the reservation details on the Calendar and Timeline pages — price and currency information are visible only to those with this permission.

Manage Team

Permission to invite new members and edit existing members' permissions. Without this permission, the Team page opens but the invite/edit buttons are not visible.

This permission is not required to "view" the Team page — the page is open to everyone. It's only required for management actions.

View Calendar

Grants access to the Calendar and Timeline pages. Users without this permission cannot see these two pages. When the page opens, the "Refresh Calendar" (manual synchronization) button also becomes available.

View Listings

Access to the Listings page. Required to see the listing list and inspect listing details. Without this permission, the Listings page does not open.

Edit Listings

Permission to change listing name/location, add a calendar link (iCal), and deactivate a listing. One step beyond the "View Listings" permission.

This permission is meaningless on its own — the user must first be able to open the Listings page (View Listings).

Important exception: Deleting a listing and deleting an iCal link can always only be done by the listing owner. Even with Edit Listings permission, these two actions are reserved for the Host.

View Reports

Access to the Reports page. Shows monthly occupancy and revenue reports. The backend additionally controls the report request on a team basis — meaning the same user may see one team's reports but not another team's reports.

Manage Manual Reservations

Permission to add manual reservations, edit guest count and price information on existing reservations, and delete reservations that were manually added or imported via CSV on the Calendar and Timeline pages.

Reservations that arrive automatically from platforms like Airbnb or Booking cannot be deleted from Kalend — regardless of permission. These must be cancelled on the platform.

Listing Assignment — Critical Concept

Granting a permission to a member is not enough on its own. You also need to choose which listings the member can work on.

Listing assignment is done from the Listings page: click the relevant listing card, and add the member as a Housekeeping team or Co-host from the panel that opens.

Example:

You have five listings. You invited a Co-host and enabled the "View Calendar" and "Manage Manual Reservations" permissions. Then you went to the Listings page and assigned this person to only 3 listings. The Co-host can manage the reservations of those 3 listings; they cannot see the other 2 listings at all.

Permission flags determine "what they can do"; listing assignment determines "on which listing they can do it". Both are required.

Housekeeping Team Order

Housekeeping team members are assigned to listings in order (1, 2, 3 ...). This order matters because:

• Task assignment: When a guest checks out, the system first assigns the task to the member in position 1. If that member has reached their maximum capacity that day (daily cleaning limit), it moves to position 2.
• Listing visibility: The Housekeeping team member in position 1 sees the listing on the Calendar and Listings pages. Members in position 2 or later cannot see them on these pages — they only see the Tasks assigned to them.

This restriction does not apply on the Tasks page. Regardless of their order, they see tasks for all listings they're assigned to.

To change the order, use the up/down arrows in the listing detail panel on the Listings page.

Inviting a Member

The "Invite Member" button appears at the top of the page. This button is only visible to those with the Manage Team permission.

In the dialog that opens, you fill in the following fields:

• Email — Email address of the person you'll invite
• First and Last Name — The person's display name
• Role — Co-host or Housekeeping team
• Permissions — Individual checkboxes for each of the 7 permissions

When you select Housekeeping team, an additional field appears:

• Maximum Daily Cleanings — Maximum number of tasks that member can take in a single day (between 1-10, leave blank for unlimited)

When the invitation is sent, the system delivers an invitation link to the person via email. The person joins the team by registering through this link.

Invitation States

After the invitation, the member can be in one of two states:

• Pending — Invitation sent, the person hasn't accepted yet
• Active — The person has joined and can use the system

Editing Existing Members

To change a member's permissions, click the member card. In the panel that opens:

• Individual toggles for each of the 7 permissions; you can turn any of them on or off
• For Housekeeping team, the "Maximum Daily Cleanings" value can be changed
• A Delete button to completely remove the member from the team

Permission changes take effect immediately. The member sees the new state on their next page load.

Page Access — General Table

A summary of who can access which page:

Page	Access Requires
Overview	Everyone
Listings	Host or View Listings permission
Calendar	Host or View Calendar permission
Timeline	Host or View Calendar permission
Tasks	Everyone (only assigned tasks are visible)
Team	Everyone (those without permission only view)
Reports	Host or View Reports permission

Seeing the page is the starting point — what they can do inside depends on that page's permission flags.

Multi-Team Situation

Kalend allows a user to be a member of multiple teams at the same time. For example, the same person can be in both your team and another host's team.

When the user logs in to the system, the permissions of all teams they're a member of are combined. So if "View Price" is on in your team and "Manage Manual Reservations" is on in another team, that person uses both permissions — but only on the relevant team's listings.

Host and Permissions

The concept of permissions does not apply to the Host — they have automatic access to everything. Permission flags are only meaningful for the members you invite.

If you log in with your own account and manage a listing, you see no restrictions.

Frequently Confused Topics

"I gave permission but the member can't see listings"

You gave the member the View Listings permission but they don't see any listings on the page. The reason: you haven't assigned that member to any listing yet. Add them to the relevant listing from the Listings page.

"A Housekeeping team member wants to see the calendar"

By default, Housekeeping team only sees their tasks. If you want them to see the calendar too, enable the "View Calendar" permission from the member edit panel. But they still only see listings where they are in position 1.

"Should I give a Co-host all permissions?"

It makes sense for your spouse or close partner — you can enable all permissions and assign them to all listings. Only give the "Manage Team" permission deliberately: this permission allows the member to invite/edit other members as well.

"How many teams can a member join?"

There's no limit. The same person can be in different hosts' teams; the system keeps each team's permissions separate.

"As a listing owner with Edit Listings permission, why can't I delete?"

This is an intentional rule. Deleting a listing and deleting an iCal are always actions that only the actual listing owner can perform. This prevents accidental, irreversible operations.

Tips

• Add a new team member with minimum permissions first, then increase as needed. Walking back is always harder.
• Granting price-viewing permission to Housekeeping team members is generally unnecessary.
• If a member leaves the team, you can disable their permissions instead of deleting them — their historical data is preserved.
• Permissions granted have no practical effect unless you assign listings.
• Give the "Manage Team" permission only to people you trust deeply.
• If you have multiple Housekeeping team members, set the order carefully — Kalend uses this order when assigning tasks.

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For your questions: info@getkalend.app