Invite your team to HostHive and assign roles based on what they need to do.
- Click Team in the sidebar
- You'll see stats: Total Members, Active, Pending Invites
- Click Invite Member
Fill in:
- First Name
- Last Name
- Email (they'll use this to log in)
- Phone Number
All fields are required.
Select the role that matches what they'll do:
| Role |
Best For |
| Admin |
Business owners, operations managers |
| Manager |
Property managers, area managers |
| Supervisor |
Team leads, shift supervisors |
| Service Associate |
Cleaning staff, maintenance workers |
| Read Only |
Property owners who want visibility, stakeholders |
When in doubt: Start with the minimum role needed. You can always upgrade later.
- Review the information
- Click Send Invitation
- They'll appear in your list as "Pending"
- They receive an email invitation
- They click the link and set up their account
- Their status changes from "Pending" to "Active"
- They can now log in and access HostHive
¶ Understanding Roles
Full access to everything:
- Manage all features, properties, appointments
- Invite and manage team members
- Access financial reports and analytics
- Modify company settings and billing
Day-to-day operations:
- Create and manage properties
- Schedule and assign appointments
- View financial data
- Limited company settings access
- Cannot manage billing or remove users
Team oversight:
- View and manage appointments
- Supervise team activity
- Cannot modify company settings
- Cannot manage billing
Get work done:
- View their assigned appointments
- Accept or decline assignments
- Mark services as complete
- Submit service reports with photos
- Add comments to appointments
Cannot:
- Create or edit appointments
- View other team members' assignments
- Access financial data
View everything, change nothing:
- See properties and appointments
- View team members
- Access analytics (view only)
- Useful for property owners who want monitoring
Each team member shows:
- Profile photo (or initials)
- Name and role badge
- Email and phone
- Status (Active/Pending)
- Find the team member
- Click the three-dot menu
- Select Edit Role
- Choose the new role
- Click Update Role
Changes take effect immediately.
- Find the team member
- Click the three-dot menu
- Select Remove
- Confirm the removal
What happens:
- Access revoked immediately
- Historical data stays (appointments they created or completed)
- They cannot log in anymore
¶ Searching and Filtering
- Use the search bar to find by name or email
- Use the Role filter to show only certain roles
- Select "All Roles" to clear the filter
Give people only what they need. It's easier to add permissions than to revoke access to data they've already seen.
Admin access includes billing, company settings, and the ability to remove anyone. Keep this limited to business owners and trusted operations leads.
Cleaning and maintenance staff should be Service Associates. They see only their assignments and can submit reports—nothing more.
If property owners want visibility into their rentals, give them Read Only access. They can monitor without accidentally changing anything.
Check pending invitations regularly. Follow up if someone hasn't accepted after a few days.
When team members leave, remove their access immediately. Don't wait.
Tell them to check:
- Spam or junk folder
- Correct email address spelling
If still missing:
- Remove the pending invitation
- Send a new one
- Have them add HostHive emails to safe senders
Only Admin users can invite team members. Contact your company Admin if you need to invite someone.
- Confirm they clicked the link in the invitation
- Make sure they completed password setup
- Verify they're using the correct email
- Have them try "Forgot Password"
- Check their status shows "Active" in your team list
Easy fix:
- Go to Team
- Find the team member
- Click menu > Edit Role
- Select the correct role
- Click Update Role
Changes take effect immediately.
Their role might not have permission. Check the Understanding Roles section to see what each role can access.
Before they start working:
Share this with your cleaning staff:
- Check My Tasks daily — See what's assigned to you
- Accept/decline quickly — Owners appreciate knowing you're confirmed
- Read property notes — Special instructions before arriving
- Take photos — Before/after documentation protects everyone
- Complete the report — Fill in checklist, ratings, notes
- Report issues — Flag problems so owners see them immediately