Multitenancy & Workspaces

BnBFlows is built for hotel groups, management companies and franchise operators running multiple properties. This guide explains how multi-property accounts work and how to manage them efficiently.

Multi-property is a Pro and Enterprise feature. Starter accounts are limited to one property. Upgrade at Settings → Billing → Change Plan to unlock multi-property management.

How multitenancy works in BnBFlows

Each property in BnBFlows is a fully isolated data environment with its own:

Rooms, room types and availability calendar
Bookings and guest folios
Staff users and role assignments
Financial ledger, invoices and payment records
Booking portal URL and branding
SMS sender ID and notification templates
Housekeeping schedules and task lists

A single login can have access to one or more properties. The property switcher in the top navigation bar lets you jump between properties instantly — no need to log out and back in.

Account structure

Your Account (Acme Hospitality Group)

├─ Property 1: Nairobi Grand Hotel

├─ Property 2: Mombasa Beach Resort

└─ Property 3: Kampala Serviced Apartments

Each property has its own staff, rooms, bookings and finances. Consolidated reports roll up across all properties.

Adding a new property

Go to Account → Properties → + Add Property

This is different from the property-level "Add Property" button which is not available on Starter. The account-level page manages your entire portfolio.

Complete the property setup wizard

Fill in the property name, type, country and timezone. See Adding Properties → for the full field reference.

Assign staff

Invite or assign existing staff members to the new property. Staff can be assigned to multiple properties simultaneously — useful for shared management teams.

Configure the property independently

Each property has its own settings: currency, tax rate, cancellation policy, SMS templates, portal theme and payment gateways. These do not inherit from other properties.

Staff across multiple properties

Staff access can be scoped to specific properties:

A Super Admin or Property Admin can access all properties they are assigned to.
A Front Desk user assigned to Property 1 cannot see or access Property 2's data.
Group-level finance staff (e.g. Group CFO) can be given Finance role access across all properties for consolidated reporting.

Manage property assignments at Team → Staff → [Staff Member] → Properties.

Consolidated group reports

Group-level reports aggregate data across all properties. Access them at Reports → Group Overview:

Group Revenue Dashboard — total revenue, occupancy and RevPAR across all properties with per-property breakdown.
Cross-property Booking Summary — total bookings, cancellations and no-shows for the group.
Group Finance Report — consolidated P&L across all properties.
Guest Loyalty Summary — guests who have stayed at multiple properties in the group.

All group reports can be exported to Excel with a separate sheet per property plus a consolidated summary sheet.

Shared guest profiles

Guest profiles are shared across your entire account by default. When a guest who has stayed at your Nairobi property arrives at your Mombasa property, their profile — including preferences, VIP status and loyalty points — is automatically available at check-in.

This is a significant advantage over standalone PMS systems. Your front desk team at any property can greet returning guests by name and already know their preferences — even on their first visit to that specific property.

Separate booking portals

Each property gets its own public booking portal URL:

https://book.yourdomain.com/nairobi-grand-hotel
https://book.yourdomain.com/mombasa-beach-resort

You can also set up a Group Booking Portal (Enterprise plan) — a single branded page that lets guests search availability and book across all your properties from one interface.

Billing & plan management

Your subscription covers all properties under your account. The cost is based on your plan tier, not the number of properties (within the plan limits). See the Pricing page → for property limits per plan.

Manage your subscription at Settings → Billing. You can add, archive or remove properties at any time. Archived properties retain all data but do not count toward your active property limit.

Data isolation & security

Despite sharing a single account login, all property data is strictly isolated at the database level. A staff member assigned only to Property 1 cannot access Property 2's data through the UI or the API, even if they know the property ID. All access is enforced server-side on every request.

See API Reference → for information on how to scope API calls to a specific property using the X-Property-ID header.