Choose roles and property access

Give each person the work areas, actions, and properties their job needs. A role defines what someone can do; departments organize responsibility; property scope limits where they can do it.

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Before you start

List the person’s responsibilities and properties. Decide whether they belong to your internal team or an external vendor, and which actions need manager review. Check the permissions actually shown in your workspace rather than relying on a role’s name alone.

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Recommended access patterns

Choose permissions for the person’s responsibilities:

• Front office: conversations, contacts, and reservations for its assigned portfolio.
• Operations manager: tasks, workforce planning, properties, and the decisions they manage.
• Field worker: assigned visits, tasks, instructions, and completion evidence.
• Owner: the approved communication and reporting for their properties.
• Vendor: the task types and properties covered by their work agreement.

These are examples, not preset roles.

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Configure and verify access

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Review the role

Open Settings > Team & Permissions. Use Members for people, Departments for teams, and Roles & Permissions for access. Skills record work qualifications; they are separate from permission to open an area. Select the role and inspect its resource-and-action matrix. View allows someone to read an area; actions such as create, edit, assign, delete, or approve are separate. Check each area the person needs. All properties grants access to every property. Turn it off and select the permitted groups to restrict access; with no groups selected, the role has no property access. Administrators always have access to all properties. Create a custom role when existing roles do not fit. Review its Inbox access as well as task and property permissions. For mobile supervisors, enable Show Team view when they need to inspect team visits. This does not replace the underlying task, department, or property access.

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Organize departments

Add the person to the departments that own their work. Someone can belong to more than one department. Give each department a clear name and description so its responsibility is understood. For a team that works on site, review the Field operations setting. Use it for the relevant cleaning, maintenance, or inspection team so its work is represented correctly in operational tools.

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Choose the member or vendor flow

Invite an internal colleague as a member. Use the vendor setup for an external technician or company that needs access to assigned work. These flows have different management and scope options. Enter the member’s name, email, and relevant contact details, then choose the role and departments. If you leave the optional password empty, use the email invitation flow. Confirm the recipient before sending. Choose the shift requirement and recurring pattern when the person should be scheduled. Review the generated days and times; see Workforce for ongoing shift planning. For a vendor, select its departments and property groups. Confirm whether your team manages the vendor workspace or a vendor administrator will manage it. If the company already has a vendor workspace, link it during setup. Follow Set up a vendor for the invitation steps. Set a default assignee only when that person or vendor should receive new work for the selected department and property group. Check the scope carefully; a default can affect future task routing.

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Review individual exceptions

Open a member’s profile to maintain contact information and the available employment, compensation, and skill details. Review inherited role permissions before adding individual overrides. Use Override property groups when one person needs a different scope. Their override takes precedence over the role’s property selection. Check Enable shifts for this member if the person should appear in Workforce but is missing. Then return to Schedule and verify their working pattern. Finally, test from the invited person’s account: open the intended task or conversation and check that unrelated properties remain outside their scope.

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Review access over time

Recheck access when a person changes departments, a vendor’s work ends, or a portfolio changes. Review both the shared role and individual exceptions. Changing a role affects everyone who uses it; changing one member’s override affects that person.

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Common problems

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Related articles

• Troubleshoot access and visibility.
• Field worker onboarding.
• Workforce.