Collaborator Access in Baselane - This product is a free Beta and will be a paid-for offering in Q1 2025
Invite collaborators to streamline management across your rental property business.
Starting October 15th, 2024, Baselane users can invite collaborators to their workspace (formerly referred to as a profile), giving them shared access to banking, rent collection, bookkeeping, and more. Here’s how to set up multi-user access and manage permissions.
1. Setting Up Your Workspace & Inviting Collaborators
To start inviting collaborators, the workspace owner must verify their email address.
(See here on how to verify your email address)
Steps to Invite a Collaborator
1. Go to Workspace Settings:
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- Click on your initial or workspace name in the upper right corner of your Baselane account.
- From the dropdown menu, select Workspace Settings.
2. Invite a Collaborator:
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- In the Members tab of Workspace Settings, click on Invite Collaborator.
- Enter the email address of the person you want to invite, click Continue, select their level of access (Full or Limited - more details below), and click Invite.
3. Manage Invitations:
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- After sending, the invitation status will display as Pending. If not accepted within 72 hours, the status changes to Expired.
- You can resend or revoke expired and pending invites if needed.
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4. Manage Collaborators:
- As an owner, you can manage Active Collaborators who have already accepted their invitations: you can remove them from your workspace, or edit their access level.
2. Collaborator Login & Workspace Access
How Collaborators Log In:
- Collaborators will receive an invite email. Clicking the link will take them to Baselane.
- If they don’t already have their own Baselane workspace (as an owner), they’ll be prompted to sign up and may create one. Or they can choose to continue as a collaborator only: they will still need to create their own login credentials (email, password, phone number).
- If they already do have their own Baselane workspace (as an owner), they can log in directly with their existing credentials. In this scenario, they'll be able to switch between workspaces.
Switching Between Workspaces:
- Once logged in, collaborators can toggle between their own workspace (if they have one as an owner) and any workspace they’re invited to as collaborators.
3. Understanding Collaborator Access Levels
There are two types of collaborator access: Standard (Full) and Limited. Both can access Rent Collection and Bookkeeping, but they have different permissions for Banking.
Permissions Overview
Feature |
Standard Access | Limited Access |
Rent Collection (e.g., setup, edit, connect accounts) | Yes | Yes |
Bookkeeping (e.g., categorizing, and tagging transactions) | Yes | Yes |
Reporting and Analytics (e.g., preset and custom reports, tax package) | Yes | Yes |
Banking | ||
Open bank accounts | No | No |
Create virtual accounts | Yes | No |
Create virtual cards | Yes | No |
Connect external banking accounts | Yes | No |
View account balance | Yes | Yes |
View full account/card details | Yes | No |
Move money (e.g., transfers between accounts, transfers to external accounts, and recipients | Yes | No |
Order checkbooks | Yes | No |
Send Checks | Yes | No |
Add Recipient | Yes | No |
Account Management | ||
Edit Collaborator details | No | No |
Leave workspace | Yes | Yes |
View collaborators | Yes | Yes |
Invite New Collaborators | No | No |
FAQ's
Is there a limit on how many collaborators I can invite?
No, you can invite as many collaborators as you'd like.
When do invitations expire?
After 72 hours- Please note that you can re-send invitations (see the instructions above).
What does the Free beta version mean?
For a limited time, we will be offering this feature for free, in Q1 2025 we will be billing any customers who have signed up for this feature.
If you sign up now you will get to use this feature free of charge while it is in beta. Once the feature is moved out of its beta testing period you will have 30 days to make your first payment, or your collaborator's access will be revoked.
What happens to my collaborators if I do not pay?
Access to all collaborators will be revoked. When a collaborator's access is revoked, they will see a screen informing them as such but they will have the option to create an account, or if they have an account they will just see their account / other workspaces they still have access to.
What will the cost be?
$5/month per collaborator. The cost is billed monthly and per collaborator. This means that if you have 3 collaborators you will be charged $15/ month
How to cancel or revoke access?
Feel free to cancel anytime by contacting our support team using the chat feature on our website or clicking here to submit a ticket. Please note that only the main account holder can ask to cancel or revoke access.
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