Unit owner access (apartments)

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Why	Hand the apartment over to a managing company yet keep the owner’s view to “my unit only”: their own bookings, their own maintenance block.
Who	Apartment networks with external owners.
What you’ll get	An owner login scoped by category — and a clear picture of what they see and what stays hidden.
Limitations	An apartment unit is stored in the system as a room category; there is no separate “owner portal”: the owner works in the same PMS interface, narrowed by their rights and scope.

An apartment handed over to a managing company is run in the manager’s account, while the owner gets a login of their own — with a view of their unit and nothing else in the building. The mechanics are the same as for staff: a user under “Access (RBAC)” plus a scope that narrows visibility. This article covers how the model works, how to set the access up, and where the visibility line runs.

How it works

The system stores an apartment unit as a room category — the same entity as any category in a hotel. That is why “open only this owner’s apartment to them” is a category-visibility setting: the owner gets a user account with the “Selected categories only” scope, and a single category stays on the list — their unit.

The division of labor is this: rights come from the access group, while the scope only narrows visibility inside the “Rooms” module. There is no separate screen “for owners” — the owner signs into the same interface the managing team uses.

Create the access

Open “System” → “Access (RBAC)” → the “Users” tab and press “New user”.
Fill in “First name”, “Last name”, “Login” and “Password”: you set the password yourself and hand it to the owner in person; “Email” is optional. The “Property” field is the apartments under your management.
In the “Access groups” field, pick “Viewer” — the narrowest of the built-in groups — or your own group with a minimal set of rights.
Below, in the “Scope mode” block of the “Rooms” module, choose “Selected categories only” (instead of “All categories”) and tick the owner’s unit — the single category for their apartment.
Press “Save”.

Result: the owner has their own login, and in “Rooms” they see exactly one category — their unit.

For a user who already exists, access is edited with the “Configure access” button in the list row: the same group, the same “Scope mode”.

What the owner sees

Their own bookings: on the grid — the row of their unit with its bookings (within the rights of their access group).
They place a maintenance block themselves: the “Block” toggle in the grid dialog and the “Maintenance” reason — the same technique the team uses; the mechanics are covered in Maintenance blocks.

What stays hidden

Other owners’ units: their rows appear neither in “Rooms” nor on the grid.
The property’s money as a whole. There is no “this owner’s unit only” cut in finances — money is narrowed only by the rights of the access group. That is why the finance module right is not given to owners: it would open the money of every unit, not just theirs.
Property settings: without the matching rights, the owner neither sees nor changes them.

Common questions

The owner wants to see their unit’s revenue. Is there a per-unit report?

No. The bookings CSV export filters by source, not by category, and there is no per-unit report either. The manager assembles the unit’s summary by hand — from the owner’s booking list over a period.

Can one owner get two units?

Yes: tick both categories in the “Scope mode” — both apartments appear in their view.

Will the owner be able to change anything — or only look?

That depends on the access group: the scope governs visibility, not rights. “Viewer” is read-only; what to grant beyond it is your call — the set of rights can also be assembled in a custom group: Roles and permissions: how access works.