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What Can Each User Role Do? (Role Permissions Reference)

This article explains what each SmartProperty user role can see and do across the platform, so admins can assign the right role to each person on their team.

Overview

Every user in a SmartProperty workspace is assigned one role. That role decides which areas of the platform they can open, what they can view, and what they can create, edit, or delete. SmartProperty has five roles today: Admin, Manager, Member, Vendor, and Portfolio Admin. This reference is the source of truth for what each role can do. Use it when inviting a new user or changing someone's access.

A note on role names: some help articles refer to an expanded set of roles (for example, Property Manager, CFO, Reserve Analyst, Homeowner). Those names describe the role model we are building toward. Until that ships, the five roles above are what exist in the product. A mapping between the two is in the Reference section.

Setup

  • Roles required to view or change roles: Admin (or a SmartProperty staff account). Managers, Members, and Vendors cannot change another user's role.
  • Prerequisites: The user must be invited to the workspace and assigned a role at invite time.
  • One-time configuration: Not applicable.

The five roles at a glance

  • Admin. Full access to everything, plus the only role that can manage other users (invite, change roles, assign properties, activate or deactivate). The account owner role.
  • Manager. Full access to day-to-day property work (components, projects, plans, reserves, financials, reports, maintenance). Cannot manage other users, cannot edit a property's core address and identity, and does not have Portfolio Analytics.
  • Member. A view-only role across most of the platform. Members can open dashboards, reports, plans, components, the reserve study, and files, but cannot make changes. Good for board members and stakeholders who need visibility, not editing.
  • Vendor. A field-editor role. Vendors land on Components and can update components, projects, and maintenance tasks, but are locked out of financials, reserves, reports, files, and settings. Good for contractors doing on-site work.
  • Portfolio Admin. Admin-equivalent for content, plus the only role with access to Portfolio Analytics tagging and portfolio-level tag management. Cannot manage other users.

What each role can do, by area

Dashboard

  • Admin, Manager, Member, Portfolio Admin: View.
  • Vendor: No access. Vendors are taken straight to the Components page on login.

Properties and property details

  • Admin, Portfolio Admin: Full edit, including the property's core address and identity fields.
  • Manager: Edit property details and financials, but cannot edit the core address and identity block.
  • Member: View the general and reserve study tabs. No access to the financials tab.
  • Vendor: No access to property details or settings.
  • Create or delete a property: Admin, Manager, and Portfolio Admin only.

Components (property asset inventory)

  • Admin, Manager, Portfolio Admin: Full (create, edit, delete).
  • Vendor: Can edit component records (field updates).
  • Member: View only.
  • Reserve data fields (useful life, remaining useful life, replacement cost, unit cost, condition): editable by Admin, Manager, and Portfolio Admin. Members see these as read-only. Vendors do not see the detailed reserve data panel.

Reserve Studies

  • Admin, Manager: Full access.
  • Member, Vendor, Portfolio Admin: No access to the Reserve Studies module.

Reserve Analysis Report

  • Admin, Manager, Portfolio Admin: View and generate (including the PDF).
  • Member: View only.
  • Vendor: No access.

Financials and Accounts

  • Admin, Manager, Portfolio Admin: Full access.
  • Member, Vendor: No access.

Funding Plans and Cash Flow

  • Admin, Manager, Portfolio Admin: Full (create, edit, delete).
  • Member: View only.
  • Vendor: No access.

Projects

  • Admin, Manager, Portfolio Admin: Full (create, edit, delete, phases, payments, notes).
  • Vendor: Can create and edit projects and add project notes.
  • Member: View only.

Board Reports

  • Admin, Manager, Portfolio Admin: Create and manage.
  • Member: View.
  • Vendor: No access.

Portfolio Analytics

  • Admin, Portfolio Admin: Full access.
  • Manager, Member, Vendor: No access.
  • Tagging tab and portfolio-level tag management: Portfolio Admin only. Even Admin does not have the tagging tab.
  • Portfolio Analytics respects each user's property access: a user sees analytics only for the properties they have been given access to, not the entire portfolio.

Maintenance

  • Admin, Manager, Portfolio Admin: Full (create, edit, assign, delete).
  • Vendor: Can edit and complete maintenance tasks.
  • Member: View only.

Membership (Club properties)

  • Admin, Manager, Portfolio Admin: Manage levels and members.
  • Member, Vendor: View.

Photos and Files

  • Admin, Manager, Portfolio Admin: View, add, and delete (including bulk).
  • Member: View and add. Cannot delete.
  • Vendor: No access to the Photos and Files area.

User and workspace management

  • Invite a user: Admin and Portfolio Admin (via the Users screen).
  • Change a user's role, assign properties, activate or deactivate: Admin only. Managers and Portfolio Admins cannot change other users.
  • Edit workspace settings: Admin and Portfolio Admin.

Intelligence (Atlas)

  • Access to Atlas is controlled by an Atlas subscription on the user's account, not by their role. Any role can have Atlas access if it is enabled for them.

Platform administration

  • The internal platform administration area is reserved for SmartProperty staff accounts. No customer role has access.

Reference

Role name mapping (today's roles to the expanded role model)

Help articles that reference the expanded roles map to today's five roles as follows. Use this to translate an article's tagged role into the role you would actually assign in the product today.

  • System Admin maps to a SmartProperty staff account (internal, not customer-assignable).
  • Account Admin maps to Admin.
  • Property Manager maps to Manager.
  • HOA Board Member maps to Member.
  • Homeowner maps to Member (view-only stakeholder).
  • Vendor maps to Vendor.
  • CFO, Finance Manager, Reserve Analyst, Project Manager, Maintenance Coordinator: no dedicated role exists yet. Assign Manager for full editing access or Member for view-only, depending on the person's need, until these roles ship.
  • Portfolio Admin is an existing role focused on Portfolio Analytics and does not have a separate name in the expanded model.

Notes

  • A user holds one role per workspace. There is no multi-role assignment today.
  • Role changes take effect the next time the user navigates in the app.
  • Property access is a separate layer that works alongside roles. A user's role sets what they can do; their property access sets which properties they can do it in. The two combine, which is why Portfolio Analytics shows a user only their accessible properties.