Hello Hotel is built for teams. Invite your staff so everyone can see and respond to guest calls and texts from one shared workspace.
Sending Invitations
Go to Settings → Team
Click Invite Member
Enter the team member’s email address
Choose their role (see below)
Click Send Invite
The team member receives an email with a link to create their account and join your organization. They’ll set up their own password and profile.
You can invite multiple people at once — just repeat the process for each team member.
Roles
Every team member has a role that determines what they can access and manage:
Owner — full access to everything. Can manage billing, organization settings, integrations, and team members. There’s at least one Owner per organization (typically the person who created it).
Manager — can manage team members, phone settings, and routing, but can't access billing or delete the organization. Only Owners and Managers can buy, port, or remove phone numbers.
Member — can use the app (make calls, send texts, manage conversations, view contacts) but can’t change organization settings, integrations, or team setup.
Most of your staff will be Members. Keep Owner and Manager roles for people who need to change settings.
Phone Number Access
After a team member joins, you need to grant them access to your phone number(s). A Member can only see conversations and receive calls for numbers they've been assigned to — and that scope applies everywhere a line's data shows up: conversations and search, voicemails, transcripts, call recordings, AI summaries, the dashboard cards, and the list of teammates offered when someone @-tags in a note. Owners and Managers see every number.
Go to Settings → Phone Numbers
Select the phone number
Under Team Access, add the team member
If you have multiple phone numbers (e.g., Front Desk and Housekeeping), you can assign different team members to different numbers based on their role.
What New Team Members See
When a new team member logs in for the first time, they’ll see:
The conversation screen for any phone numbers they’ve been assigned to
The contact list with all guest contacts
Their own profile where they can verify their personal phone number for call forwarding
They won’t see organization settings, billing, or integrations unless they have an Owner or Manager role.
Tips
Invite your team after connecting your PMS. That way, when they log in for the first time, the contact list is already populated and the app feels useful immediately.
Assign phone access right after inviting. New team members won’t see any conversations until they’re assigned to at least one phone number.
Remind team members to verify their phone number. If you want to forward calls to their cell, they’ll need to verify their personal number under Profile → Phone Number.
Everyone shares the same view. There’s no “assign to me” concept. All team members with access to a number see the same conversations and can respond. The thread shows who sent what.