Share access codes with cleaners and on-site staff

1. 1Open Property Access Vault and click Invite member.
2. 2Enter their name and mobile number, pick their role, and leave the delivery method on Text message — the link lands on their phone in seconds.
3. 3Choose what they can do. 'Field staff' is the usual choice: read and copy codes, and leave notes. Wi-Fi details stay off unless you turn them on deliberately.
4. 4Tick the properties they should be able to open. They will never see anything outside this list, and adding a new property later does not add it to their access automatically.
5. 5Send the invite. They tap the link, choose a 4-digit code, and the properties appear straight away.
6. 6Back on the dashboard, their row shows when they last signed in and how many properties they hold. Click Manage Access to change anything.

If something's off

• If someone forgets their 4-digit code — open their panel and click Reset code. They'll choose a new one the next time they open their link. There is deliberately no self-service reset — anyone holding the link could otherwise reset their way in.
• If a person is locked out after too many wrong codes — the link unlocks itself after 15 minutes. To let them straight back in, open their panel and click Unlock.
• If someone has left — click Revoke access. Their link stops working immediately, and any device they left signed in is signed out at once.
• If you think a link has been forwarded — click Resend link. That mints a brand-new link and kills the old one, so the forwarded copy is dead.
• If you want access to end on its own — set Auto-expire access in their panel. The clock starts when they first open the link, so an invite that sits unopened for a week doesn't waste a week.
• If you need to know who saw a code — the Recent Activity list in each person's panel records sign-ins, code views, copies, and lockouts. Turning the audit log off stops recording views and copies — sign-ins and lockouts are always recorded.
• If a cleaner says they see a property but no codes — check View Codes is on for them, and check the Sensitive Data Permissions below it — for example, Wi-Fi is off by default. Codes they aren't cleared for are never sent to their device at all.
• If a cleaner says they see no properties at all — nobody has assigned any yet. Open Manage Access and tick the properties they work on.
• If you want a record for an audit — use Export access report. It lists who has access to how many properties and what they're allowed to do — deliberately never the codes themselves.
• If you'd rather hand the link over in person — choose 'Copy link only' as the delivery method. Nothing is sent and the link is shown once for you to copy.
• If a code shows a small warning triangle — that code is flagged as due to be changed at the door. It still works — it's a prompt to rotate it, not an error.
• If you want the team to see who's staying and when — each property shows an Occupied or Vacant badge with the current guest's name and checkout, plus the next check-in. A vacant unit reads 'Empty until' the next arrival date, and same-day turnovers get an amber flag so the clean has a visible deadline. Sort by 'Next check-in' to put the soonest arrivals at the top.
• If an owner is using the property themselves — it shows as Occupied with 'Owner block' instead of a guest name — the unit isn't empty, so the team shouldn't be sent in expecting it to be.
• If you'd rather field staff didn't see guest names — switch off Stay Schedule under Sensitive Data Permissions for that person. They'll still see the codes; the occupancy strip disappears entirely.
• If a property shows 'No upcoming bookings' — there genuinely are none on the calendar for it — that's different from the schedule failing to load, which shows no strip at all.
• If a code doesn't work at the door, or a lockbox is missing — every property card carries a Call button with the owner's name and number. Tap it and speak to them before you leave — that's faster than calling the office and waiting. Switch it off for someone under Sensitive Data Permissions → Owner Contact.
• If you want to copy a code — tap the code itself — the whole tile is the button. There is deliberately no 'copy all' anywhere: a single clipboard holding every code for every property is exactly the thing that ends up pasted into a group chat.
• If your team lives on their phones — the page is built for that. Search sits at the top on its own row, each code tile is a large tap target, and adding the link to the home screen makes it a one-tap app. Nothing needs to be pinched or scrolled sideways.
• If someone should no longer have access — click Revoke on their row in the members list — you don't need to open their panel. Their link stops working immediately and any phone they left signed in is signed out. You can invite them again later; they'll get a brand-new link.
• If a coordinator needs to run the vault without being an org admin — grant them Property Access Vault in Settings → Team → Access & permissions. It's off by default because this screen hands out door codes and can invite people who aren't Rentology users at all.

Related guides

• Add your first property