Access Control

The Access Control feature allows you to assign specific rentals to each team member so they only see and manage the properties they’re responsible for.

💡 This helps protect your data, reduce mistakes, and keep your team focused on their work.

In this article:

I. What Access Control Does

II. Roles and Access Levels

III. How to Assign Rentals

IV. Step-by-Step Setup Guide

VI. Limitations

I. What Access Control Does

Access Control lets you define who can access which rentals in your Smily account.

Instead of giving full access to everyone, you can now limit visibility to only the relevant properties.

When Access Control is active, users will only see information for their assigned rentals across the platform.

Applies To

❌ Users without access cannot view or modify data for other rentals.

II. Roles and Access Levels

Access Control works alongside Smily’s existing user roles.

Each role defines what a user can do, and Access Control defines which rentals they can see.

✅ Tip: Only Members and Cleaners can have rental restrictions applied. Admins and Owners always have full access.

III. How to Assign Rentals

You can assign access in several ways, choose the one that fits your setup best.

✅ Dynamic behavior: If new rentals are later added with the same tag or location, users automatically gain access to them.

Special Rules

Rental Groups (Parent–Child Relationships)

• If a user doesn’t have access to all rentals within a group, the entire group will be hidden.
• Example: If a group includes Villa A, Suite B, and Room C, and the user only has access to A and B → the group will not appear.

Booking Groups

• Users can see the full booking group even if some rentals are restricted.
• Bookings tied to restricted rentals will show only limited details.

IV. Step-by-Step Setup Guide

Before You Start

• You must be an Admin to configure Access Control.
• Plan which rentals each user should access (using tags or locations helps).

Step 1: Go to User Settings

1. Open Settings → Users
2. Select the user you want to configure

Step 2: Assign Rentals

1. In the Accessible Rentals section, choose one of the following methods:
   • By Tag
   • By Location
   • Manual Selection
2. Save your changes.

✅ The user will now only see data related to their assigned rentals (Calendar, Bookings, Guests, Inbox, Finance, etc.).

⚠️ Important:

If you remove all assigned rentals from a user, they will automatically regain access to all rentals. This prevents accidental lockouts.

Step 3: Adjust Section Visibility (Optional)

For Member roles, you can also control which sections they can see:

👉 Default behavior: Members can access the Apps section and see all rentals listed there by default. To hide it, uncheck “Show the Apps section for Member users.”

Step 4: Test Access

1. Ask the user to log in.
2. Verify that they only see their assigned rentals.
3. Confirm they can’t view or edit data for unassigned properties.

Step 5: Repeat for Other Users

Repeat the same setup for each team member who needs restricted access.

VI. Limitations

⚠️ Access Control limits visibility by rental, not by specific features.

⚠️ Admins and Owners always have full access.

⚠️ If a user doesn’t have access to all rentals in a multi-unit group, the entire group is hidden.

⚠️ Removing all assigned rentals restores full access.

⚠️ Members can see all rentals under the Apps section unless this option is disabled.