User Roles and Access

PropMan implements a role-plus-entitlement-based access control system to ensure appropriate access levels for different users:

Main User Roles

• Resident: Access to their own account and unit information via the Resident Portal

• Reader: View-only access to property information

• Accounts: Basic property management access

• Finance: Extended access including financial operations

• Admin: Full system access

Note

Property managers typically have either Accounts or Finance role access.

Role Capabilities

• Accounts Role:

  • Basic property management functions

  • Resident account management

  • Billing operations

  • Work order management

  • Non-financial reporting

• Finance Role:

  • All Accounts role capabilities

  • Financial operations

  • Check writing and management

  • Advanced reporting

Key Entitlements

The system also includes various entitlements that control more fine-grained capabilities:

Building Management

• Run Rent Roll - Enables Run All Bills (official monthly billing)

• Run Trial Rent Roll - Enables Run All Bills (Trial) (PDF dry run without the monthly bill-file export)

• Building Reconciliation - Show numbered badges on the Journals button and access bank reconciliation tools (opens the Bank Rec Workspace when open bank items are waiting)

• Building Assessments - Create, edit, and delete Building Assessments and Additional Charges

• All Building Reports - Run all reports for the building

• Write Checks - Write checks on behalf of the building

• Print Checks

• Approve Checks - Approve checks for remote printing and sending

• Clear Checks - Mark checks as cleared

• Manage Recurring Checks - Create, edit, and delete Recurring Checks

• Work Order Admin - Create, edit, and delete Work Orders

• Work Order Reader - View Work Orders

Financial Operations

• Management Bookkeeping - See and work with the Management Building

• Management Onboarding - Onboard Buildings and Residents. Bulk Onboarding Tool.

• GL Account Admin - Create, edit, and disable GL Accounts

• Resident Billing Admin - Create, edit, and delete Resident Additional Charges

Building Modules

• All Modules - Enable and disable particular modules for the building

• Electric Bills - Upload Electric Bills to be split among the Residents of the Building

• Scheduling - Create and manage Schedules for the building

• 1098 Tax Forms - Generate 1098 Tax Forms for the Building’s Residents

• Work Orders - Manage Work Orders for the Building and individual units