Owner Portal Guide
The owner portal gives property owners transparent, real-time visibility into how their villas are performing -- bookings, occupancy, revenue, and guest communications -- all in one place. This guide covers both how owners use the portal and how administrators set up owner access.
Overview
Property owners need to know what is happening with their rentals without getting in the way of day-to-day operations. The owner portal provides a read-focused dashboard with key metrics, booking lists, a visual calendar, financial reports, and a message log. Owners can also block dates for personal use.
The portal uses a sidebar navigation layout on desktop and a responsive layout on mobile, matching the same design patterns as the main admin dashboard.
For Owners
Logging In
Owners log in using their email and password at the standard login page. After authentication, they are routed to the owner portal automatically based on their role. Owners can also set up passkeys (biometric or hardware key authentication) for faster, passwordless login.
Dashboard
The dashboard is your home screen. It shows a personalized greeting and four key metrics at a glance:
- Total Properties -- the number of villas in your portfolio
- Upcoming Bookings -- confirmed reservations arriving soon
- Average Occupancy -- occupancy rate across your properties
- Monthly Revenue -- revenue generated month-to-date
[Screenshot: Owner dashboard with stats cards and recent alerts panel]
Recent Alerts
A scrollable alerts panel on the right side of the dashboard shows recent activity such as new bookings, payment events, and property updates. Each alert includes a timestamp and description.
Your Properties
Below the stats, property cards display each villa with:
- Property photo and name
- Location (city, country)
- Bedroom count and max guest capacity
- 30-day occupancy bar
- Next upcoming booking dates
- Active/inactive status badge
Click any property card to view its detailed information.
Recent Bookings
A filterable list of recent bookings appears at the bottom of the dashboard. You can filter by status (confirmed, pending, checked in, checked out, cancelled) and click any booking to view its full details.
[Screenshot: Recent bookings list with status filter dropdown]
Bookings
The bookings page provides a comprehensive view of all reservations across your properties.
Filtering and Sorting
- Status tabs at the top let you switch between Upcoming, Current, Past, Cancelled, and All bookings. Each tab shows a count.
- Property filter narrows results to a specific villa.
- Sort options include check-in date (soonest/latest), total price (highest/lowest), and creation date.
Each booking row shows the guest name, property, dates, status, booking source, and total amount. Click any booking to view the full detail page.
[Screenshot: Bookings page with status tabs and property filter]
Calendar
The calendar page gives you a visual overview of bookings and availability across all your properties.
At the top, four stats cards summarize:
- This Month -- number of bookings this month
- Occupancy -- occupancy percentage for the current month
- Arrivals -- guests arriving in the next 7 days
- Pending -- bookings that need action
Below the stats, a multi-property calendar displays bookings as colored bars across dates. Click any booking bar to open a preview panel with key details.
A View List button lets you switch to the bookings list view.
[Screenshot: Calendar view with multi-property booking bars]
Adding Owner Stays
To block dates for your personal use, contact your property manager. Owner stays appear on the calendar as blocks so the dates are not available for guest bookings.
Financials
The financials page provides detailed revenue reporting with flexible filtering.
Filters
- Property -- view all properties or select a specific villa
- Period -- current month, last month, last 3 months, last 6 months, year to date, last year, or a custom date range
Summary Cards
Four metric cards show the selected period's totals:
- Total Revenue -- gross booking revenue
- Bookings -- total reservation count
- Average Booking -- revenue per stay
- Nights Occupied -- total nights booked
Revenue by Property
A table (cards on mobile) breaks down each property's performance:
| Property | Bookings | Nights | Revenue | Avg/Booking |
|---|---|---|---|---|
| Villa Pacifica | 8 | 42 | $12,400 | $1,550 |
| Casa del Sol | 5 | 28 | $8,200 | $1,640 |
Monthly Breakdown
A second table shows revenue, booking count, and average daily rate (ADR) by month.
You can Export to CSV at any time to download the data for your records or accountant.
[Screenshot: Financials page with revenue by property table]
Messages
The messages page shows notification logs related to your properties -- booking confirmations, payment alerts, and other automated messages sent on your behalf.
You can filter by:
- Property -- all or a specific villa
- Status -- all, sent, or failed
Click any message to open a detail modal showing the full message body, recipient, status, type, and timestamp. If a message failed to deliver, the error details are displayed.
[Screenshot: Messages list with detail modal open]
Account Settings
Access your account from the sidebar navigation. The account page includes:
Profile Information
Update your first name, last name, email, phone number, and optional company name. You can also upload or change your profile photo.
Security
- Change Password -- update your current password
- Passkeys -- register biometric or hardware security keys for passwordless login. You can add multiple passkeys (e.g., one for your laptop, one for your phone) and remove any you no longer use.
Notification Preferences
Toggle notifications on or off for:
- New booking confirmations
- Monthly financial reports
- Guest messages
- Property updates
- Marketing tips and recommendations
Payout Information
View and manage your payout method and payout history.
For Administrators
This section explains how to configure owner access from the admin dashboard.
Adding an Owner
- Navigate to Owners in the admin sidebar.
- Click Add Owner.
- Fill in the owner's name, email, and phone number.
- The system creates a user account and sends login credentials.
Assigning Properties
- Open the owner's profile.
- In the Properties section, assign one or more villas to the owner.
- The owner will only see data for their assigned properties in the portal.
Portal Access Configuration
Owners are automatically routed to the owner portal after login based on their role (owner). No manual portal URL configuration is needed.
Key points for admins:
- Owners see only the properties assigned to them -- they cannot view other owners' data.
- Financial data is calculated from booking records in real time.
- Owner notification preferences (new bookings, monthly statements, messages) are stored per-owner and can be managed by the owner themselves.
- Owner stays (personal use blocks) are created by admins or property managers and appear on the owner's calendar.
Owner Permissions
Owners have read-only access to:
- Booking lists and details for their properties
- Calendar and availability views
- Financial reports and statements
- Message logs for their properties
Owners can update:
- Their own profile information
- Their password and passkeys
- Their notification preferences
Owners cannot:
- Create, modify, or cancel bookings
- Edit property details or pricing
- Access other owners' data
- Manage staff or system settings
Key Concepts
- Occupancy rate: The percentage of available nights that are booked, calculated across all of an owner's properties for a given period.
- ADR (Average Daily Rate): Total revenue divided by total nights booked. A key metric for pricing performance.
- Owner stay: A date block created by the property manager for the owner's personal use. These dates are removed from availability.
- Passkey: A modern, passwordless authentication method using your device's biometric sensor (fingerprint, face) or a hardware security key.
Common Questions
Can I modify a booking through the owner portal? No. The owner portal is read-only for bookings. Contact your property manager to make changes to any reservation.
How often is the financial data updated? Financial data is calculated in real time from booking records. Revenue figures update immediately when bookings are confirmed or payments are processed.
Can I export my financial reports? Yes. Use the Export CSV button on the financials page to download data for the selected period and filters.
I own multiple properties. Can I see them all in one place? Yes. The dashboard, bookings, calendar, and financials pages all show aggregated data across all your properties. You can filter by individual property when needed.
How do I block dates for personal use? Contact your property manager to create an owner stay block. The blocked dates will appear on your calendar and the property will be unavailable for guest bookings during that period.
Can I set up passwordless login? Yes. Go to Account Settings and register a passkey under the Passkeys section. You can use your device's fingerprint sensor, face recognition, or a hardware security key.