Team Member Access

Overview

Leaseora's team management features allow you to add team members to your account and control their access to different parts of the platform. This guide explains how to manage team members, assign roles, and set permissions to ensure secure and efficient collaboration.

Understanding Team Roles and Permissions

Leaseora uses a role-based access control system to manage what team members can see and do on the platform:

Default Roles

Leaseora comes with several predefined roles:

• Account Owner: Has full access to all features and settings, including billing and subscription management. This role cannot be assigned to other users.
• Administrator: Has access to most features and settings, excluding billing and subscription management.
• Property Manager: Can manage properties, tenants, leases, and maintenance, but has limited access to account settings.
• Leasing Agent: Can manage tenant applications, showings, and leases, but cannot modify property settings.
• Maintenance Coordinator: Can manage maintenance requests and service providers, but has limited access to other features.
• Accountant: Has access to financial reports, payment records, and expense tracking, but limited access to other features.
• Viewer: Can view information but cannot make changes or access sensitive data.

Permission Categories

Each role has specific permissions across these categories:

• Properties: Adding, editing, and deleting properties
• Tenants: Managing tenant information and communications
• Leases: Creating, editing, and terminating lease agreements
• Maintenance: Managing maintenance requests and service providers
• Finances: Accessing financial data, reports, and payment processing
• Reports: Viewing and generating various reports
• Settings: Modifying account and system settings
• Team Management: Adding and managing other team members

Managing Team Members

Accessing Team Management

To access team management settings:

1. Click on your profile picture or initials in the top-right corner of any page.
2. Select "Settings" from the dropdown menu.
3. Click on "Team" in the left sidebar menu.

Adding a New Team Member

To add a new team member to your account:

1. In the Team Management section, click the "Add Team Member" button.
2. Enter the team member's email address.
3. Select a role from the dropdown menu.
4. Optionally, customize their permissions (see "Customizing Permissions" below).
5. Optionally, restrict their access to specific properties.
6. Add a personal message to the invitation (optional).
7. Click "Send Invitation".

The team member will receive an email invitation with instructions to create an account or link their existing Leaseora account to your team.

Managing Existing Team Members

To manage existing team members:

1. In the Team Management section, you'll see a list of all team members.
2. Click on a team member's name to view their details.
3. From here, you can:
   • Change their role
   • Modify their permissions
   • Adjust their property access
   • Reset their password (if you're the Account Owner or Administrator)
   • Deactivate or remove them from your team
4. Click "Save Changes" after making any modifications.

Removing a Team Member

To remove a team member from your account:

1. In the Team Management section, find the team member you want to remove.
2. Click the three dots (⋮) menu next to their name.
3. Select "Remove from Team".
4. Confirm your decision in the dialog that appears.

When you remove a team member, they will immediately lose access to your account. Any pending tasks assigned to them will need to be reassigned.

Customizing Roles and Permissions

Creating Custom Roles

If the default roles don't meet your needs, you can create custom roles:

1. In the Team Management section, click on the "Roles" tab.
2. Click "Create New Role".
3. Enter a name for the role.
4. Set permissions for each category by selecting one of these access levels:
   • No Access: Cannot view or modify
   • View Only: Can view but not modify
   • Limited Access: Can view and perform some actions
   • Full Access: Can view and perform all actions
5. Click "Create Role" to save the new role.

Customizing Individual Permissions

You can also customize permissions for individual team members, overriding their role's default permissions:

1. In the Team Management section, click on the team member's name.
2. Click on the "Permissions" tab.
3. Toggle "Use Custom Permissions" to on.
4. Adjust individual permissions as needed.
5. Click "Save Changes" to apply the custom permissions.

Property-Specific Access

You can restrict team members to specific properties in your portfolio:

1. In the Team Management section, click on the team member's name.
2. Click on the "Property Access" tab.
3. Choose one of these options:
   • All Properties: Access to all current and future properties
   • Selected Properties: Access only to properties you specify
4. If you selected "Selected Properties," check the boxes next to the properties they should have access to.
5. Click "Save Changes" to apply the property access settings.

Team Activity Monitoring

You can monitor team member activity to ensure proper use of the platform:

1. In the Team Management section, click on the "Activity Log" tab.
2. View a chronological list of actions performed by team members.
3. Use the filters to narrow down the activity by:
   • Team member
   • Date range
   • Activity type
   • Property
4. Click on any activity entry to view more details.

Best Practices for Team Management

• Follow the Principle of Least Privilege: Give team members only the permissions they need to perform their job functions.
• Regularly Review Team Access: Periodically audit team members and their permissions to ensure they're appropriate.
• Use Property-Specific Access: For large portfolios, restrict team members to only the properties they manage.
• Create Role-Based Email Addresses: Consider using role-based email addresses (e.g., maintenance@yourcompany.com) for positions with high turnover to simplify transitions.
• Document Custom Roles: If you create custom roles, document their intended use and permission settings for future reference.

Frequently Asked Questions