Account security and your data

A plain account of how Stay n Host keeps your workspace safe, and what you can do about your own data. Everything here is how the product works today.

Signing in

No passwords. People sign in with an emailed link, with Google, or with a Microsoft work or school account. There is no password to steal, reuse or reset.
Emailed links are tied to the browser that asked for them. A sign-in link only works on the same device and in the same browser where it was requested, works once, then expires. Someone who gets into your mailbox from another computer cannot use it.
A security check after a failed attempt. If a sign-in fails, the next attempt from that place may need a short security check.
Every person proves a phone number. Nobody gets into the app until a 6-digit code sent to their phone has confirmed their number. An invitation never carries one: each person confirms their own.
Sessions last 7 days of inactivity. Use Stay n Host at least once a week and you stay signed in; leave it for 7 days and you sign in again.

Details: Sign in and confirm your phone.

Who can see what

Roles decide the screens. Every seat holds roles, and a page a role does not reach is neither shown nor reachable by its address. See Choose the right role and the roles matrix.
Seats can be limited to properties. A role can be scoped so its holders see only the properties and units assigned to them, everywhere in the app: Limit a seat to properties.
Money and door codes need a person. No automation, and no API key, can verify a payment, approve a refund or move money. A door code reaches a guest only once the stay is paid and the guest’s ID is verified: The lock-code dual gate.
Actions can wait for an approval. Quotation links and recorded guest cash can be set to wait for an approval step: Require an approval step.
Everyone accepts the terms. People accept the platform terms when they join and again for each new version: Accept the platform terms.

Everything is recorded

Every change in the workspace writes an audit row: who did it (a person, an automation and its rule, or an API key), what changed, on which record, from which page, when, and from which IP address and browser. Nobody can edit or delete those rows, Admins included. Read the audit trail.

How your data is kept

Your workspace is sealed. Every record belongs to exactly one workspace, and the database itself refuses to return another workspace’s rows. A person with seats in two workspaces sees one at a time. Workspaces and isolation.
Private files stay private. Guest ID documents and payment receipts are stored privately and opened through links that expire after a short time. Listing photos are public on purpose: guests see them on your booking website and channels.
The books cannot drift. The ledger is double-entry and must balance to zero; an unbalanced entry cannot be stored. How money moves.
Secrets are never shown twice. An API key is shown in full only once, when it is created; WhatsApp credentials show masked after you save them.
Backups every night. The database is backed up every night, an alarm goes off if a backup fails or stops, and a restore is tested on a schedule.
Where it lives. Stay n Host runs on Amazon Web Services in one region in the United States. Choosing a different region is not offered.

Take a copy of your data

Ledger pages export. Payments, Treasury, Expenses, Payables, the Cash Report, the P&L and the month-end accruals each export what you are looking at as CSV, Excel or PDF. Export for your accountant.
Build any report. The Report Builder (Reports → Report Builder) turns any of this workspace’s data sets your role can see into a table you can download as Excel or PDF. Build a custom report.
Property reports. Income and expenses per property, listing type or unit, with Excel and PDF. Property reports.
Your accounting software. Journal files for Xero and QuickBooks Online: Export journals to Xero or QuickBooks.
The API. With API access, your own systems can read everything a key is allowed to: API reference.

Close a workspace

There is no self-service button to close a workspace. Ask us through the support portal (Help → Contact support, then Report an issue with what you need) from an Admin seat, and we will take it from there with you: Get help from support. Take the exports you want first.

Stopping payment is not the same as closing: an unpaid workspace goes read-only and then suspended, but nothing is deleted at any step (Your subscription).