User Roles and Permissions in Property Vista can be customized to define the level of access each employee has within the system.
Property Vista includes default user roles, which can be customized to meet the specific needs of your organization. For instructions on adding employees and assigning roles, please refer to Setting Up Employees and Adding Alerts.
This step-by-step guide explains how to configure User Roles and Permissions, assign reports, and manage employee access.
STEP 1. USER ROLES
- Navigate to Administration → Security → User Roles.
- By default, Property Vista includes several user roles, such as Super Administrator, Accounting, Marketing, Site Staff, and Property Manager.
- The Super Administrator role has full access to the system.
- All other roles have configurable permissions that determine which areas and functions users can access.
- Select an existing role to edit or click Add to create a new role.
4. Enter a Role Name and a Description of the role.
-
Configure the following security settings, as required:
- Require Security Question for Password Reset: When enabled, users must answer a security question when resetting their password.
- Require Two-Step Verification on Login: When enabled, users must complete an additional authentication step when logging into Property Vista.
Note: Two-step verification is mandatory for users with Credit Check permissions and cannot be disabled for these users.
- Configure the permissions for the role:
- Under Permissions, click + Add.
- Select the permissions you want to assign to the role.
- Click OK to confirm your selections.
- Click Save to apply your changes.
For a complete list of available user permissions and their associated access levels, refer to the following documentation:
STEP 2. ASSIGN REPORTS
Access to individual reports must be configured separately to determine which user roles can view specific reports within Property Vista.
- Navigate to Administration → Security → Assign Reports.
- Select the report you want to configure (for example, EFT).
- Click + Add.
- Select the user role(s) that should have access to the selected report. You can select one or more roles.
- Click OK, then click Save to apply your changes.
STEP 3. ASSIGN ROLES TO EMPLOYEES
Once your user roles and permissions have been configured, you can assign them to individual employees.
- Exit the Administration section and navigate to Organization → Employees.
- Select the employee you want to update (for example, Mary Bailey).
- Navigate to the Privileges tab and click the Pencil icon to edit the employee's privileges.
- Click + Add and select the role(s) you want to assign to the employee.
- Click OK, then click Save to apply the changes.
STEP 4. RESTRICT ACCESS BY BUILDING OR PORTFOLIO
In addition to assigning roles, you can restrict an employee's access to specific buildings or portfolios.
- In the employee's Privileges settings, scroll down to the building and portfolio access section.
- Select Restricts Access to Selected Buildings and Portfolios.
- Click + Add to select the buildings the employee should have access to.
- Click OK to confirm your selection.
You can also assign access to specific portfolios and company subordinates, as applicable.
STEP 5. SEND EMPLOYEE WELCOME EMAIL
Once the employee's roles, permissions, and access restrictions have been configured, you can invite them to Property Vista.
- Navigate to the employee's record.
- Select Actions → Send Welcome Email.
The employee will receive a welcome email with instructions for accessing the system.