Custom Property Roles is currently in beta testing, and customers can self serve into the beta by visiting the Available Betas page under the ? menu in the main navigation bar.
Custom property roles let you record who does what on every property, beyond the Property Manager and Facilities Manager. Create the roles your business uses, such as Accountant, Asset Manager or Compliance Manager, then assign one or more users to each role on a property. Everyone who can see the property can then find the right person in People & roles on the Property Summary.
Note: Only Administrators can create custom property roles and assign users to them. Custom property roles are available on Pro and Enterprise plans.
What Custom Property Roles Are
A custom property role is a named responsibility on a property, such as Accountant or Compliance Manager. Custom property roles sit alongside the two system roles that every property already has:
Property Manager: one user per property.
Facilities Manager: one user per property.
Custom property roles work differently from the system roles. You can assign more than one user to the same custom property role on a property, and one user can hold several custom property roles on the same property.
Custom property roles are defined once for your account and are shared by every company in it.
Note: Custom property roles are not the same as user roles. User roles, such as Administrator or Read Only, control what a user can see and do in Re-Leased. Custom property roles record a user's responsibility on a property. Assigning a custom property role does not grant or remove any permissions.
How to Create a Custom Property Role
Navigate to Settings.
Under General, select Custom Property Roles.
Click New custom role.
Enter a Role name, for example Compliance Manager. The role name shows in role pickers and on property assignments.
Optionally, enter a Description of what the role is responsible for. The description helps other Administrators pick the right role when assigning users.
Click Create role.
The new role appears in the Custom roles list. The System roles list above it shows the Property Manager and Facilities Manager, which are read-only.
How to Edit or Delete a Custom Property Role
To rename a role or change its description:
Navigate to Settings and, under General, select Custom Property Roles.
Click the Edit (pencil) icon on the role's row.
Update the Role name or Description.
Click Save changes.
Renaming a role keeps all of its existing assignments.
To delete a role:
Click the Delete (bin) icon on the role's row.
Review the confirmation message, then confirm the deletion.
Important: Deleting a custom property role removes the role and unassigns it from every property. The users themselves and their permissions are unaffected. You cannot restore a deleted role. To use the role again, create it again and reassign users.
How to Assign Users to a Custom Property Role on a Property
Open the property and select Property Details from the left-hand menu.
In the Management section, find the Custom property roles card. The card shows how many roles and people are assigned to the property.
Click Manage.
Next to the role you want to fill, click Add.
Search for the user, then select their name. Repeat to add more users to the same role.
Click Done.
To remove a user from a role, click the x on their name in the Manage roles window.
Note: Changes in the Manage roles window save as soon as you add or remove a user. You don't need to click Save on the Property Details page.
Who Can Be Assigned to a Custom Property Role
You can assign a user to a custom property role on a property only if that user has access to the property. To have access, the user must be active and belong to the property's company. If the user has Property Access restrictions, the property must also fall within those restrictions.
The Manage roles window shows how many of your users can be assigned, for example "8 of 12 users have access to this property and can be assigned." Users without access don't appear in the list.
A role with no one assigned is valid. It stays available on the property, ready for you to assign someone later.
How to Assign a Role Across Multiple Properties at Once
Use bulk role assignment to fill a role across your portfolio in one step, for example to make one person the Accountant on every property for an owner.
Navigate to Settings and, under General, select Custom Property Roles.
Click Bulk assign roles. The Bulk role assignment page opens.
Use Search properties... and the Company, Group, Type and Owner filters to find the properties you want.
Tick each property, or tick Select all filtered properties.
Click Assign role. The button shows how many properties you have selected.
Under Role, choose the role.
Under Users, choose one or more users.
Under How to apply, select Add or Replace.
Click Apply.
A confirmation shows how many user and property combinations were assigned, and how many were skipped because the user has no access to that property.
Note: You can bulk assign a role to up to 1,000 properties and 100 users at a time. If your filter matches more than 1,000 properties, only the first 1,000 are selected, so narrow your filter to target the rest.
Choosing Between Add and Replace in Bulk Role Assignment
Add: adds the selected users alongside anyone already assigned to the role on each property.
Replace: removes the existing users in the role on each selected property and assigns only the users you selected.
Important: Replace removes existing role holders on every selected property. Check your property selection before you click Apply.
Finding Properties With or Without a Role Assigned
On the Bulk role assignment page, use the Role coverage filter to check gaps across your portfolio.
Under Role coverage, select a role.
Under Coverage, select Missing to list properties with no one in that role, or Has to list properties where the role is filled.
The Current role assignments column shows who holds each role on each property. Turn on Show system roles to include the Property Manager and Facilities Manager in that column.
Where Custom Property Roles Appear on the Property Summary
Every user who can see a property can see its custom property roles in the People & roles panel on the Property Summary. Custom property roles are listed after the Owner, Property manager and Facilities manager. Click the phone, mobile or email icon next to a person to contact them.
Only roles with someone assigned appear in People & roles. To assign users, use the Custom property roles card on Property Details.
What Happens to Role Assignments When a User Loses Access to a Property
Re-Leased removes a user from a custom property role on a property automatically when that user can no longer access the property. This happens when:
you change the user's Property Access restrictions
you move the property to a different property group
you change the property's owner
If the user regains access later, Re-Leased does not reassign them. Reassign the role from Property Details or bulk role assignment.
Deactivated users no longer appear in People & roles or in the Manage roles window.
Frequently Asked Questions About Custom Property Roles
Does assigning a custom property role give a user access to the property?
No. Custom property roles do not grant or restrict access to anything. A user must already have access to the property before you can assign them a role on it.
If I bulk assign a role to every property in a property group, will new properties in that group get the role?
No. Bulk role assignment assigns the role to the properties you selected at that time. Properties you add to the group later need the role assigned separately.
Can I change the Property Manager or Facilities Manager from the Custom Property Roles page?
No. The Property Manager and Facilities Manager are system roles and are read-only on the Custom Property Roles page. Set them using the Property Manager and Facilities Manager fields on Property Details.
What happens to custom property roles when I transfer a property to another company?
Role assignments come across with the property when the person has an account in the destination company that can hold the role on that property. If they don't, the transfer still goes ahead and Re-Leased lists the roles that will not come across, so you can reassign them after the transfer.
Why can't I see Custom Property Roles in Settings?
Only Administrators can see Custom Property Roles in Settings and the Custom property roles card on Property Details. If you are an Administrator and still can't see it, the feature may not be enabled for your account yet. Contact our support team for more information.