Roles & Permissions

Propty uses a role-based permission system to control who can access what. Understanding roles helps you set up your team correctly and ensure the right people have the right level of access.

What you'll need

• Organization manager access (to manage roles and team members)

Role Hierarchy

Propty has two levels of roles: organization-level and property-level.

Organization Roles

Role	Description
Organization Manager	Full access to everything — all properties, settings, billing, and team management. This is the highest-level role.
Property Manager	Access only to properties they've been assigned to. Cannot change organization settings or billing.

What Each Role Can Do

Action	Org Manager	Property Manager
View all properties	Yes	Assigned only
Create new properties	Yes	No
Edit property settings	Yes	Yes (assigned)
Change feature toggles	Yes	No
Connect Stripe / payment settings	Yes	No
Add/remove team members	Yes	No
Manage billing	Yes	No
Add/edit units	Yes	Yes (assigned)
Add/edit residents	Yes	Yes (assigned)
Create/publish invoices	Yes	Yes (assigned)
Manage violations & ARC	Yes	Yes (assigned)
Send notices	Yes	Yes (assigned)
View reports	Yes	Yes (assigned)

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Setting Up Your Team

Typical team structures

Small HOA (self-managed):

• 1–2 board members as Organization Managers
• That's it — a small board can manage everything directly

Mid-size HOA with management company:

• Management company staff as Organization Managers
• Board president as Organization Manager (for oversight)
• On-site staff as Property Managers

Large management company (multiple properties):

• Company principals as Organization Managers
• Regional managers as Organization Managers
• On-site property managers as Property Managers (assigned to their buildings)

Inviting team members

To add someone to your team, go to Settings > Organization > Members and click Invite Member. Choose their role and, for property managers, select which properties they can access.

For step-by-step instructions, see Manage Team Members.

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Resident Roles (Portal Access)

Residents have their own set of roles that control what they see in the resident portal:

Role	Portal Access
Owner	View invoices, submit requests, vote in elections, view notices
Tenant	View invoices, submit requests, view notices
Occupant	Limited — submit requests, view notices (no billing access)

Resident roles are assigned when you add a resident to a unit.

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Best Practices

1. Limit Organization Managers — Only give this role to people who need full access. Most staff should be Property Managers.
2. Assign properties explicitly — Property Managers can only see properties they've been assigned to. Double-check assignments when onboarding new staff.
3. Review access regularly — When staff leave or change roles, update their permissions promptly.
4. Use the right role for the task — If someone only needs to manage one building, make them a Property Manager, not an Organization Manager.

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Troubleshooting

Problem	Solution
Team member can't see a property	They need to be a Property Manager assigned to that property, or an Organization Manager.
Can't invite team members	Only Organization Managers can invite new members. Check your role.
Property Manager can't change feature toggles	Feature toggles are Organization Manager–only. Ask an org manager to make the change.
Need to remove someone's access	Go to the Members list, find them, and click Remove. Access is revoked immediately.
Board member needs read-only access	Currently all roles have edit access. For read-only oversight, share reports or dashboards directly.

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Property-Level Roles

In addition to organization-wide roles, Propty supports four property-level roles. These roles control what a team member can do within a specific property, independent of their organization role.

The Four Property-Level Roles

Role	Capabilities	Common Use Case
Admin	Full access: create/edit/delete all records, change property settings, view all reports	Property manager, on-site manager
Manager	Create/edit most records (residents, invoices, violations, requests), cannot delete or change settings	Manager assistant, staff coordinator
Staff	View all records, create/submit requests, cannot access financials or delete anything	Maintenance staff, custodian
Read-Only	View-only access; no edits or actions allowed	Board member oversight, auditor

What Each Role Can Do

Action	Admin	Manager	Staff	Read-Only
View properties and records	✓	✓	✓	✓
Add/edit residents	✓	✓
Add/edit units	✓	✓
Create/publish invoices	✓	✓
Record payments	✓	✓
Access collections	✓	✓
Create/edit violations	✓	✓
Submit service requests	✓	✓	✓
Manage service requests	✓	✓
Access financial reports	✓	✓
Change property settings	✓
Delete records	✓
View reports (read-only)	✓	✓		✓

Changing a Team Member's Property Role

If you need to change someone's role within a specific property:

1. Go to Settings → Organization → Team Members.
2. Find the team member in the list.
3. Click on their name to open their detail.
4. You'll see a list of properties they have access to.
5. Next to each property, find the Role dropdown.
6. Select a new role (Admin, Manager, Staff, or Read-Only).
7. Click Save.

The new role takes effect immediately.

Multiple Roles per Person

A team member can have different roles on different properties. For example:

• Jane is Admin on Property A (where she's the on-site manager)
• Jane is Read-Only on Property B (where she's a board member)
• Jane is Manager on Property C (where she assists the property manager)

This flexibility allows you to customize access per person per property.

Organization Role vs. Property Role

These are independent:

• Organization role (Manager or Admin) determines whether you can access multiple properties and manage billing
• Property role (Admin, Manager, Staff, Read-Only) determines what you can do within each specific property

An Organization Manager with a Property-Level Read-Only role would:

• See the property and all its records
• Not be able to edit anything
• But still have access to organization settings and billing

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Best Practices for Property Roles

• Start restrictive. Give new staff the minimum role they need; you can always escalate later.
• Use Staff for resident-facing roles. If someone only submits requests and doesn't manage the property, Staff role is appropriate.
• Use Read-Only for oversight. Board members who want to stay informed without making changes should have Read-Only access.
• Rotate admin duties. If only one person is Admin, consider having a backup Admin in case they're unavailable.
• Document role assignments. Keep a spreadsheet or record of who has which role on which property for audit purposes.
• Review roles annually. When staff change or roles change, review and update permissions.