Users & Access Control
Overview
The platform provides role-based access control (RBAC) to ensure that every team member sees only the tools and data relevant to their operational responsibilities.
User Roles
- Administrator: Full administrative access across all buildings, user management, integrations, audit logs, and system settings.
- Maintenance Manager: Manages work orders, preventive plans, procedures, asset catalogs, and service provider engagements.
- Dispatcher: Reviews incoming resident requests, triages issues, and converts requests into scheduled work orders.
- Technician: Focuses on daily operational execution via the My Work dashboard and mobile app, logging time and completing checklists.
- External Provider: Third-party contractors who receive specific work orders or warranty claims without accessing internal association records.
- Executive Committee / Board: Read-only oversight of budgets, contracts, and financial estimates, with approval authority for large expenditures.
Inviting New Users
- Open Admin → Users and click New User.
- Provide the user's full name, email address, username, initial password, and role.
- Select their preferred language (English, Romanian, German, French, Spanish, Italian, Polish).
- Once created, grant the user access to relevant buildings via Admin → Access Control.
Multi-Factor Authentication (MFA)
Security is paramount in property management:
- Administrators and managers can configure TOTP authenticator apps (Google Authenticator, Microsoft Authenticator, 1Password) under Profile → MFA.
- Backup recovery codes are provided during setup and should be stored securely.
Best Practices
- Never share administrator accounts. Create individual accounts for every team member to preserve a complete audit trail.
- Scope technicians to only the buildings they actively maintain to reduce clutter on their mobile devices.