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