What changed on October 7, 2026
SmartProperty now has roles built around the people who use it, so board members, finance staff, reserve analysts and project managers each see what fits their job. Account Admins should review their users, because existing roles were moved to the new ones automatically.
New roles that match how your team works¶
Until now, everyone was an Admin, a Manager or a Member. That was too coarse for an account where a board treasurer, an outside accountant and a project manager all log in. SmartProperty now has a set of preconfigured roles, and each one decides which areas a person can open and whether they can change anything there.
- The new roles include Account Admin, Property Manager, CFO, Finance Manager, Reserve Analyst, Project Manager, Maintenance Coordinator, HOA Board Member and Homeowner
- Each role reaches Reserve Studies, Financial Management, Reports, Projects, Components, Maintenance and Portfolio Analytics at Edit, View only, or not at all
- Areas a role cannot reach are removed from the menu, and a saved link to one of them takes the person back to their home page
- Project Managers can create projects, and can edit the ones assigned to them or left unassigned
- When you assign a project or maintenance task, the list only shows people whose role can open it, so nobody is handed work they cannot see
- Roles work alongside property access. The role decides what someone can do, and property access decides which properties they can do it in
Account Admins and Property Managers can keep reserve figures current themselves: useful life, remaining useful life, replacement cost and condition. The new Reserve Analyst role is for the person who maintains your reserve study, often from an outside reserve study firm. It covers reserve studies, components, funding plans and financial assumptions, and the Reserve Analysis Report, without access to your bank accounts, transactions, projects or users.
Existing users were moved to the closest new role:
| Previous role | New role |
|---|---|
| Admin | Account Admin |
| Manager | Property Manager |
| Member | HOA Board Member |
Everyone was signed out once during the upgrade and needs to sign in again.
What you need to do: Account Admins should open PORTFOLIO, then User, and check each person's role. Former Members are now HOA Board Members, which does not include Projects, Components or Maintenance, so move anyone who works in those areas to the role that fits. The Role Management article "What Can Each User Role Do?" has the full list.
Project notes keep their formatting¶
Project notes now support rich text. Bullets, line breaks and emphasis you add to a note show on the project's Notes tab and print the same way in the Project Status Report, on screen and in the PDF. Before, a carefully structured weekly update printed as one long paragraph.
- Notes you have already written with line breaks now display correctly, with no need to re-enter them
- Maintenance task notes keep their line breaks too
Additional income on the Anticipated Expenditures report¶
The Anticipated Expenditures (5 Year Average) report now has an Additional Income column next to Interest Income. Total Revenue already included additional income, but no column showed it, so the row did not appear to add up. Reserve contributions, interest income and additional income now add up to Total Revenue on the page.
Correct an initial payment from its change order¶
When you create a change order with an initial payment and later reopen it, the payment now comes back with it. Step 1 shows Edit Initial Payment already checked, and Step 2 opens with the payment's details filled in. Saving updates that payment, so it is corrected instead of entered a second time.
New projects start with sensible defaults¶
A new project now starts dated today with a status of Planning, and you can change either. Start and end dates are chosen together in one date range, and an end date before the start date is caught before you save.
Fixes¶
- Sign in tells you what happened. The sign in screen and the reset link request could appear to stop with no message. Sign in now shows when details are wrong, and a reset request confirms it was sent, so there is no need to submit again.
- A clearer message when an account has no property access. People who signed in correctly but had no active property access were told their details were wrong. They now see the real reason, so they know to contact their Account Admin.
Release 5.0.0.