Add a user and choose which properties they can see

Overview

Goal. Add someone to your portfolio, give them a role, and choose which properties they can see.

Audience. Account Admins, and SmartProperty staff with the System Admin role.

Adding someone to SmartProperty starts with the role and the property access.

The role sets what they can do. Property access sets which properties they can do it in.

You set both on the same screen. You can change either one later.

Setup

You need a role with Role Management access. Account Admin has that access. System Admin, the internal role used by SmartProperty staff, also has it.

User management is part of Portfolio Analytics. Select PORTFOLIO in the top navigation bar, then User in the left menu.

Reaching that screen depends on both Portfolio Analytics access and Role Management access. Account Admin has both.

SmartProperty sets up Portfolio Analytics for your portfolio. Contact SmartProperty if PORTFOLIO does not appear in the top navigation bar.

The screen has the Manage Users and Manage Invites tabs.

Both tabs act on the portfolio you are currently in. Switching portfolios reloads both lists for the portfolio you switched to.

How-to

Invite a user

Open Manage Users.

Select Invite New User.

Enter First Name, Last Name, and Email. All three are required.

Choose a Role. This is required too.

Under Property Access, tick Access beside each property this person should reach.

Select Invite User. SmartProperty emails the invitation to the address you entered.

The Role field opens on the first role in the list. Set the role deliberately.

Use the search box above the property list ("Search Properties...") to narrow a long list.

Tick the Access checkbox in the column header to select every property in the list, not just the page you are looking at.

The person you invited appears on Manage Invites until they accept.

What the person you invited does

The invitation links to a Join SmartProperty page.

Someone new to SmartProperty registers there, sets a password, and accepts in one step. See [How do I Register on SmartProperty Portal?](https://smartproperty-admin-guide.pages.dev/role-management/how-do-i-register-on-smartproperty-portal/) for the registration steps.

Someone who already has a SmartProperty account signs in and accepts.

Track an invitation

Open Manage Invites. The list opens on Pending.

Select Accepted in the dropdown to switch the list.

The action menu at the end of a row offers:

Resend Invite. Sends the invitation email again.

View Invite Link. Shows when the invitation was last sent, and copies the link to your clipboard for you to pass along yourself.

Revoke Invite.

The action menu appears on invitations that have not been accepted.

Change someone's role

On Manage Users, every row has a Role dropdown.

Select a new value to change that person's role. The change saves as soon as you select it.

There is no separate save step on the grid.

A role that is not assignable from the grid, such as the internal System Admin role, is shown on the row but cannot be changed there.

Change which properties someone can see

Select the person's name, or choose Edit from the row action menu. The Edit User page opens.

Tick Access for each property, or use the header checkbox for all of them. Then select Save User.

The property list at the bottom works much like the property list on the invitation, with an extra Portfolio Name column.

The same page also has:

First Name and Last Name. You can edit both fields. Email is shown but cannot be changed here.

Role.

Active, set to Yes or No.

Notes and Attachments, set to View All or User Only. With View All, the person sees every note and file on a component. With User Only, the person sees only the notes and files they added themselves.

Deactivate or reactivate someone

Choose Deactivate from the row action menu. SmartProperty asks you to confirm and warns that the person will no longer be able to reach any property in this portfolio.

Manage Users shows Active people by default.

Switch the dropdown to Inactive or All to find someone you deactivated. Then choose Reactivate on their row.

Export the user list

Select Export to Excel, above the Manage Users list, to save the list as you have it filtered. Use the export to review who has access to what.

Reference

What appears in the Role and Property Access lists

System Admin is internal to SmartProperty and is not offered in the Role field.

Only active properties appear in the Property Access list.

Columns on Manage Invites

Columns include Name, Email, Properties, Role Name, Invited By, and Invited On. An Accepted On column appears once you switch the dropdown to Accepted.

When an invitation is rejected

If the email address already belongs to someone in this portfolio, the invitation is rejected and SmartProperty reports that a user with that address already exists.

Atlas access

SmartProperty sets up Atlas access for the people who need it. Contact SmartProperty to request it for someone.

When someone says a tab is missing

Role and property access work together.

The role decides which areas of SmartProperty a person can open, and at what level.

Levels include view only and edit. Projects also has assigned only and granular.

Property access decides which properties they see inside those areas.

Someone can hold the right role and still see nothing if no property is ticked for them.

Things that affect whether an area appears include:

The person's role, and the level that role has for that area.

Whether the property is ticked under their property access.

Whether the feature is turned on. SmartProperty turns on Maintenance, Reserves and Accounts for a portfolio, and turns on Projects for an individual property. Contact SmartProperty to have one turned on.

The fiscal year selected. Maintenance, Reserves, Accounts and Projects appear only while a current fiscal year is selected. Plans appears on a future fiscal year, and on a current fiscal year that SmartProperty has opened for planning.

If someone opens a link to a page their role does not allow, SmartProperty takes them to a page they can open rather than showing an error.

Check the person's role before treating an unexpected landing page as a fault.

After you change someone's role or property access, ask the person to refresh the page.