Invite a user to SmartProperty

Overview¶

Inviting a user gives a person access to your Portfolio in SmartProperty. The role on the invitation controls what the person can do. The properties on the invitation control where the person can do it.

An Account Admin sends the invitation. Send one when a new team member, board member, or vendor needs to sign in.

Setup¶

Access. Inviting a user needs Role Management access. Account Admin has it. Without Role Management access, "User" does not appear in the left navigation of the Portfolio area.
The role. Know the role the new user needs before you start. The role is set on the invitation and determines what the person can see and do. See What Can Each User Role Do? (Role Permissions Reference) before you choose one.
The properties. Know which properties the person needs. You can grant every property or a subset, and you can change property access later.

SmartProperty sets up a new Portfolio and its first properties. Once your Portfolio exists, you can invite additional users yourself.

How-to¶

Step 1: Open the Users page¶

Select "PORTFOLIO" in the top navigation. This opens the Portfolio area.
Select "User" in the left navigation. This opens the "Users" page on the "Manage Users" tab.

Step 2: Enter the person's details¶

Select "Invite New User". This opens the "Invite New User" window.
Enter the person's "First Name", "Last Name", and "Email". All three fields are required.
Select a role from the "Role" dropdown. The list shows the roles available in your Portfolio.

Step 3: Choose property access¶

Under "Property Access", select the checkbox in the "Access" column header to select every property at once. This selects all properties in the list.
To grant a subset instead, select the checkbox beside each property the person needs.

To find a property by name, type in the "Search Properties..." box above the property list.

Step 4: Send the invitation¶

Select "Invite User". This sends the invitation email and closes the window. The message "User Invited" appears.

The invitation appears on the "Manage Invites" tab until the person accepts it. After the person accepts, the user appears on the "Manage Users" tab.

Reference¶

Fields on the invitation¶

Field	What it does
First Name	Required
Last Name	Required
Email	Required. Cannot be changed after the invitation is sent
Role	Required. Exactly one role per invitation
Property Access	Optional. Select all properties, a subset, or none

"Invite User" is not available until "First Name", "Last Name", "Email", and "Role" are filled in.

The email address cannot be changed after the invitation is sent. If the address was wrong, revoke the invitation and send a new one. For resending, revoking, and sharing the invitation link another way, see Manage pending invitations.

Property access¶

Property access controls which properties the user can see and act on after accepting. To change property access later, edit the user's row on the "Manage Users" tab. A new invitation is not needed.

After the invitation is sent¶

The invitation is listed on the "Manage Invites" tab until the person accepts it. After the person accepts, the user appears on the "Manage Users" tab. From there you can change the user's role, update the user's property access, or deactivate the user.

Roles¶

Every invitation requires exactly one role. Roles determine what a user can see and do across SmartProperty. For the full list of roles and what each role can do, see What Can Each User Role Do? (Role Permissions Reference).

If the email address is already in use¶

An email address that already belongs to a user in your Portfolio cannot be invited again. SmartProperty does not send an invitation to that address, and no new invitation appears on the "Manage Invites" tab. To change that person's role or property access, edit the user's row on the "Manage Users" tab.

If "PORTFOLIO" or "User" does not appear in your navigation, contact SmartProperty.