Separate service and personal accounts
Connect the service address and explicitly share it with the relevant people. Personal accounts remain private; joining a team does not grant inbox access.
Choose who reads and who sends
Give each role the permissions it needs. Test access from each role rather than assuming every team member needs the same view.
Keep the original conversation visible
Read the thread alongside the stay and property. Ocho’s rewrite remains a draft until you send it.
Plan for someone leaving
Remove organization and sharing access. The responsible account retains the service inbox and its history. Revoke unused personal connections.
Assign responsibility, not just access
Three people can see an inbox and still leave a message unanswered if everyone assumes someone else owns it. Set a coverage rota: who watches arrivals in the morning, who takes over later and who handles urgent requests outside those hours?
The person on duty need not write every reply. They check that each request has a next step and that nobody mistakes a draft for a sent message. At handover, pass on exceptions with an expected action and a time to check again.
| Situation | Owner | Useful handover |
|---|---|---|
| Arrival question | Front desk on duty | Stay + sent reply |
| Maintenance request | Field lead | Property + symptom + access |
| Owner query | Owner relations | Period + figures to verify |
| End of shift | Next teammate | Open requests + next action |
A template that still sounds personal
Keep a short template for common questions, but verify stay-specific facts. Access codes, arrival times and rules must never come from another listing. When translating, check numbers and dates: fluent wording can still give the wrong time.
Ocho can prepare or rewrite a draft using available context. Checking the recipient and instructions still matters before sending.
Hi [Name], your arrival at [property] is on [date], from [confirmed time]. Here is the information for [specific question]: [verified answer]. If you have any trouble, reply to this message.
Run these four checks with a second account
A successful connection does not establish that sharing is correct. Sign in as a teammate and inspect what they can actually see. Use a test message without guest information.
- Only authorized teammates can see the service inbox.
- The owner’s personal inbox is inaccessible.
- Send permission matches the selected role.
- Removing sharing removes the teammate’s access.