This article is to help you understand and set up default user roles and their associated permissions within your system. User roles streamline the management of account access and ensure each user has the appropriate level of access to perform their job effectively. Here, we will guide you on creating and assigning user roles and customizing permissions to fit the needs of your team.
What are User Roles?
User roles are predefined sets of access permissions that control what areas of the system a user can view or edit. These roles are vital for maintaining the security and integrity of your system by ensuring that users can only access the information and functions relevant to their responsibilities.
Creating and Assigning User Roles
To create and assign user roles:
- Navigate to the Settings area.
- Select Company & Users.
- Choose Maintain User Roles.
Steps for Customizing User Roles
User roles come with the option to customize the permissions associated with each role. Follow these steps to tailor access role by role:
- Within Maintain User Roles, select the role you wish to customize.
- Review the list of permissions and adjust access by toggling permissions on or off as necessary.
- Save your changes to update the user role's permissions.
It's recommended to create roles and set their permissions before assigning them to new users within your account. This ensures a smooth onboarding process and helps maintain consistency across your team.
Section |
Permission |
Administrator |
Account Manager |
Property Manager |
Read Only |
Dashboard Permissions |
Global calendar | Y | Y | Y | Y |
| Can view event details | Y | Y | Y | N | |
| Can access analytics | Y | Y | Y | Y | |
| Can access maintenance hub | Y | Y | Y | N | |
| Can create/edit maintenance tasks | Y | Y | Y | N | |
| Can manage maintenance quotes & work orders | Y | Y | Y | N | |
| Can complete maintenance tasks | Y | Y | Y | N | |
| Can access inspection hub | Y | Y | Y | N | |
| Can create/edit inspection tasks | Y | Y | Y | N | |
| Can complete inspection tasks | Y | Y | Y | N | |
| Can access arrears | Y | Y | Y | Y | |
Property Permissions |
Has access to properties | Y | Y | Y | Y |
| Can create a new property | Y | Y | Y | N | |
| Can edit property details | Y | Y | Y | N | |
| Can archive property | Y | Y | Y | N | |
| Can restore property | Y | Y | Y | N | |
| Can import new properties | Y | Y | Y | N | |
| Can approve budget by area | Y | Y | Y | Y | |
| Can reconcile budget by area | Y | Y | Y | Y | |
Leases/Tenancy Permissions |
Has access to tenancies |
Y | Y | Y | Y |
| Can create a new tenancy | Y | Y | Y | N | |
| Can edit tenancy details | Y | Y | Y | N | |
| Can archive tenancy | Y | Y | Y | N | |
| Can restore tenancy | Y | Y | Y | N | |
| Can import tenancies | Y | Y | Y | N | |
Income and Expenses Permissions |
Has access to income and expenses | Y | Y | Y | N |
| Can create invoice/credit note | Y | Y | Y | N | |
| Can approve invoice/credit note | Y | Y | Y | N | |
| Can edit invoice/credit note | Y | Y | Y | N | |
| Can delete invoice/credit note | Y | Y | Y | N | |
| Can void invoice/credit note | Y | Y | Y | N | |
| Can process payments | Y | Y | Y | N | |
| Has access to invoices without property/tenancy | Y | Y | Y | N | |
| Can create tax returns | Y | N | N | N | |
Client/Trust Accounting Permissions |
Has access to trust accounting | Y | Y | N | N |
| Can disburse funds | Y | Y | N | N | |
| Can close a period | Y | Y | N | N | |
| Has access to bank statements | Y | Y | N | N | |
| Has access to bank deposits | Y | Y | N | N | |
| Can modify ledgers | Y | Y | N | N | |
| Can access trust accounting reports | Y | Y | N | N | |
| Has access to bonds | Y | Y | N | N | |
| Can raise manual fees | Y | Y | N | N | |
| Has access to non-resident tax | N | N | N | N | |
Contact Permissions |
Has access to contacts | Y | Y | Y | Y |
| Can create a new contact | Y | Y | Y | N | |
| Can edit contact details | Y | Y | Y | N | |
| Can archive contact | Y | Y | Y | N | |
| Can restore contact | Y | Y | Y | N | |
| Can export contacts | N | N | N | N | |
Document Permissions |
Has access to documents | Y | Y | Y | N |
| Can create a new document | Y | Y | Y | N | |
| Can edit document details | Y | Y | Y | N | |
| Can archive documents | Y | Y | Y | N | |
| Can restore documents | Y | Y | Y | N | |
| Can download documents | Y | Y | Y | N | |
| Can manage bank accounts | Y | N | N | N | |
Report Permissions |
Has access to reports | Y | Y | Y | Y |
Settings Permissions |
Has access to settings | Y | Y | Y | N |
| Company & User settings visible | Y | N | N | N | |
| General settings visible | Y | Y | Y | N | |
| Accounting settings visible | Y | Y | Y | N | |
| Add-on and Integration settings visible *Includes access to unlink/relink QuickBooks Online records with errors |
Y | N | N | N | |
| Communication settings visible | Y | Y | Y | N | |
| Can import data | Y | Y | Y | N | |
| User can manage other users | Y | N | N | N | |
| User can manage subscriptions | Y | N | N | N |