Limited and Unlimited Access explained
The access levels determine when information is made visible to specific guide users. You only need to use this feature if you want to keep certain sections of your guide hidden from your users/guests until a short time before their stay begins or after they depart.
(Note, this is only relevant if you use invitation links. If you use the Quick Share link, the Access level of topics is not relevant because a person has access to everything all of the time. And even when using invitations, you can set the link to be permanent and unrestricted or have an “unlimited” Lead Time, both of which also make the Access Level of topics irrelevant.)
Limited Access
Any information in Content Hub marked with the closed padlock icon is set as Limited Access and will only be visible by your guests during their stay dates plus any Lead Time. Also, if you choose to “Allow access after departure date” when creating invitations then any topics with Limited Access will be hidden after the departure date.
Unlimited Access
Any information in Content Hub marked with the open padlock icon is set as Unlimited Access and will be visible by your guests as soon as you have sent the invitation.
How to use access levels
By default, all information is set to Unlimited Access. However, you can change this in Content Hub by clicking the padlock icon for each Topic to toggle the status, and you can quickly change whole Categories or Subcategories at once using the option in the 3 dots menu.
For example, if you wanted to keep “Access Instructions” hidden until the Lead Time kicks in, but you want your guests to be able to view the rest of your guide right away, then you would change “Access Instructions” to Limited Access and leave the rest of the content as Unlimited Access.
To easily check if you have the correct topics set with each Access Level, use the filter at the top right of Content Hub.
Any information in Content Hub marked with the open padlock icon is set as Unlimited Access and will be visible by your guests as soon as you have sent the invitation.
How guide users know when the hidden topic is available to view
Setting a topic to limited access is great, but how will a guest know when it’s visible in the guide?
The most efficient way is to create a template using Memo to automatically alert the guest at the right time that the new topic/information is available. The ‘right time’ is whatever lead time you’ve set. For example, if you’ve set a lead time of 2 days prior to arrival then that’s the right time to schedule your Memo alert. The alert is either an email or an SMS (you could even send both!).