Every box in the role editor, what it lets someone do, and what it does not.
On this page
Every checkbox in Settings → Configuration → Roles, in the order you see them, with what each one actually lets a member do. If you are still choosing between the built-in roles, start with Roles and permissions instead.
How to read this page
A permission is one thing a member can do on the properties they are assigned to. A role is a bundle of permissions, and a member holding several roles on a property gets everything in all of them.
Two permissions are exceptions and reach the whole workspace, because what they control is shared to begin with: the lists of expense categories and payment methods, and the accounting connection. Granting either on one property grants it everywhere, and both rows say so. Anything that belongs to no single property, such as adding a property, changing workspace settings, or editing roles and approval workflows, is limited to workspace admins and is not granted by a box on this page.
The Status column reads one of five ways:
Enforced means the server checks it. Untick it and the action is refused, in the web app, in the mobile app, and through the API.
Hides amounts means the member still reaches the record and reads everything else on it, but the amounts that box covers come back blank, shown as dots. They are not sent to the browser or the phone at all, so this is a real lock on the figures rather than a display setting.
View only decides whether a member finds that section at all. It shapes the menus and pages they see rather than locking the records behind them.
Not active yet is reserved. Ticking it is safe and changes nothing today, and the row says what controls that behaviour instead. No permission reads that way right now. The wording is kept because the situation recurs: a box sometimes ships before the behaviour behind it, and when it does it is listed here rather than hidden.
Set in Billing means the box is not the control. Billing belongs to the account, and the owner grants it per person.
Two rules that no checkbox on this page can change:
Workspace admins pass everything. When you invite somebody you choose whether they are an Admin or a Member. Admins see and do everything on every property, whatever their roles say.
Approvals follow workflows, not permissions. Verification and approval steps are configured in workflows, and each step is assigned to a role. To act on a step, a member must hold that step's role on that property. Ticking extra boxes here will not do it.
Administration
Permission
What it lets someone do
Status
Full accessfull_access
Passes every check in the system on assigned properties. This is what makes the Admin role an admin. Grant it only to people you would make an admin.
Enforced
Manage who works on a propertymanage_members
Invite people to a property, change their roles, and remove them. They cannot hand out a role that carries full access unless they hold it themselves.
Enforced
Fix attached files and captured valuesmanage_workflow_attachments
Replace or delete a file attached to an approval step, remove an old version, and correct values captured on it, such as a wrong receipt or amount. It also covers removing a file from a contract's document slots, where adding one stays with the lease manager: contributing a document and deleting somebody else's are different jobs. Documents copied onto a contract stay locked. No role holds this by default.
Enforced
Manage the accounting connectionmanage_accounting_integration
Connect the workspace to the accounting system and maintain the mappings: expense category to account, payment method to journal, VAT rate to tax code. The connection is one per workspace, so granting this on one property grants it across all of them. Held by Accountant.
Enforced
Properties
Permission
What it lets someone do
Status
Edit property detailsmanage_properties
Edit the details of the properties they are assigned to. Adding a new property is a workspace decision and is limited to workspace admins, because a new property counts against your plan and belongs to no existing property.
Enforced
Add and edit unitsmanage_units
Create units on a property and change their details. Deleting a unit is a separate permission. Held by Property Manager.
Enforced
Delete unitsdelete_units
Remove a unit together with its contracts, payment schedule and payment history. This cannot be undone. Held by Property Manager.
Rename, re-file and delete the documents kept on a property, such as insurance certificates and ownership papers. Uploading stays open to anyone assigned to the property, and everyone can manage a file they added themselves. The lease file is the exception: it appears in these lists but is governed by Manage contract documents. Held by Property Manager.
Enforced
Manage unit documentsmanage_unit_documents
The same, for documents kept on a unit, including the same exception for the lease file. Held by Property Manager.
Replace or remove the signed contract file on a lease, wherever it appears. That includes the copy listed on the unit's Documents tab, which anyone managing unit documents could previously rename or delete. No role has this by default, so grant it deliberately.
Enforced
Leases
Permission
What it lets someone do
Status
Draft and send lease offersmanage_leases
Create, edit and submit lease offers, record what the client answered, and manage the documents on a contract. This is the working permission of the Lease Manager.
Enforced
Approve lease offers and contractsapprove_leases
Act on the manager and general-manager review steps, turn an approved offer into a contract, and replace or remove a contract document. Broader than the name suggests. Held by General Manager and Property Manager.
Enforced
Contracts
Permission
What it lets someone do
Status
See contractsview_contracts
Shows the Contracts section, and is required to open a contract at all. Anyone who can draft or approve leases already has it.
Enforced
See contract documentsview_contract_documents
Shows the signed contract file, the Ejar draft and the final, on the contract page and among property and unit documents. Held by Lease Manager, Accountant and Treasurer. Someone who approves lease offers sees the contract page without the file: accepting the commercial terms does not require the counterparties' identity documents. It withholds the file from the lists and from the contract page, and does not stop anyone who already has its link from opening it.
View only
Edit contractsmanage_contracts
Change a contract's dates, rent, payment frequency and periods, and rebuild the payment schedule those produce. Held by Lease Manager. Deleting a contract is a separate authority and stays with workspace administrators.
Enforced
Add an existing contractadd_direct_contract
Record a contract that already exists, by hand or by importing an Ejar PDF, without going through the offer approval chain. It also covers the PDF reading itself. No role holds this by default.
Enforced
Maintenance
These boxes decide who may manage maintenance on the properties a person is assigned to. Whoever holds the current step of the maintenance workflow can always act on that job, with or without them: being handed a step is itself the permission to finish it.
Permission
What it lets someone do
Status
Complete maintenance workcomplete_maintenance
Finish maintenance work: marking a job done and recording what it took. Which step of a job they finish is still set in the maintenance workflow, and whoever holds the current step can always act on that job. It also marks the role as field staff, which keeps admin sections out of their way.
Enforced
Review maintenance workreview_maintenance
Review finished maintenance work, and see the maintenance jobs on the properties this person is assigned to. On mobile it also shows the rent reminder list, which is unrelated to maintenance and is named here because it surprises people.
Enforced
Manage maintenancemanage_maintenance
Reassign a maintenance task to another role or person, and reopen a closed one.
Permanently delete a maintenance request together with its task and every photo and invoice attached to it. This cannot be undone, so it is separate from managing maintenance.
Decide whether something a resident reported becomes maintenance work, and see the queue of requests waiting for a decision. Separate from reviewing maintenance, which is signing off work that has already been done. Also allows pausing a resident, which stops them opening new requests while letting them keep reading the ones already open; that requires the permission on every property the resident reaches. Revoking a sign-in is not covered and stays with a workspace admin.
Enforced
Recurring tasks
Permission
What it lets someone do
Status
Manage recurring tasksmanage_recurring_tasks
Create, edit, pause, reactivate and reassign recurring templates such as cleaning, inspections and filter changes, on the properties they are assigned to. Also covers renew and terminate decisions on recurring service agreements, and seeing the amounts recorded on them. Held by General Manager, Property Manager and Accountant.
Enforced
Payments
Permission
What it lets someone do
Status
See paymentsview_payments
Shows the Payments section and lets them open a payment. Without it a payment cannot be opened at all, and payment amounts are hidden wherever else they appear.
Enforced
Record paymentsmanage_payments
Record a rent payment against an installment, including a single payment covering every unit on a multi-unit contract. Changing or deleting a payment afterwards needs "Record and adjust money owed". Held by Accountant.
Enforced
Sign off on paymentsverify_payments
Approve or return a recorded payment. If your payment workflow has an approval step, the role assigned to that step decides instead, so in most workspaces this box mainly grants the ability to open a payment for review. Held by Treasurer.
Enforced
Receivables
Permission
What it lets someone do
Status
See receivablesview_receivables
Shows the Receivables section and what each tenant owes. It also governs those figures everywhere else they appear: the outstanding and paid amounts on a unit, a contract and a tenant.
Hides amounts
Record and adjust money owedmanage_receivables
The broad money permission, wider than its name: record and edit rent payments, expenses and deposit movements, link and unlink payments, and write off or adjust what is owed. Held by Accountant.
Enforced
Give payment discountsmanage_payment_discounts
Reduce what a tenant owes on scheduled installments, one at a time or in bulk, and see the discount history. Kept separate from ordinary receivables work because forgiving rent is a business decision. No role holds this by default.
Enforced
Propose a new payment planmanage_payment_reschedules
Propose re-timing, splitting or merging the installments a tenant has left. Nothing changes until the proposal is approved, and who approves it is set in the workflow. Held by Lease Manager.
Enforced
See court ordersview_court_orders
Open the Court orders page, a case, and the court cards on a contract and a contact. Without it those are hidden, including the tenant name and the court reference number. Amounts are governed separately by the money permissions. Held by General Manager, Lease Manager, Property Manager, Accountant and Treasurer.
Enforced
File a court ordermanage_court_orders
Take overdue installments to court, and record what the court decided. While the case is open those installments stop being chased, but the money stays in the arrears totals. Approval is set in the workflow; only a workspace admin can delete a case. Held by Accountant and General Manager.
Enforced
Sales
Only shown when Sales is on (Settings → Configuration → Modules). Approving a sale is set in the workflows, not here.
Permission
What it lets someone do
Status
See salesview_sales
Open Sales: units listed for sale, buyer leads, sale orders, quotations and sale payments. Without it these are hidden, including the buyer name, and sale amounts are hidden wherever they appear. Held by General Manager, Lease Manager and Accountant.
Enforced
Manage salesmanage_sales
List units for sale, create leads and sale orders, submit them for approval, issue quotations, mark a quotation accepted or declined, cancel an order, and remove sold units from the portfolio. Held by Lease Manager.
Enforced
Record sale paymentsrecord_sale_payments
Record money received against a sale, and delete a payment recorded by mistake. Held by Accountant and Treasurer.
Enforced
Expenses
Permission
What it lets someone do
Status
See expensesview_expenses
Shows the Expenses section, and the expense amounts wherever they appear.
Hides amounts
Record expensesmanage_expenses
Record and edit expenses and mark them paid, on the properties they are assigned to. Expense categories and payment methods are shared lists, so granting this on one property lets them change those for the whole workspace. Held by Accountant.
Enforced
Deposits
Permission
What it lets someone do
Status
See depositsview_deposits
Shows the Deposits section, and the deposit amounts wherever they appear.
Hides amounts
Sort out stuck depositsmanage_deposits
Cancel a refund stuck waiting for approval, and delete a deposit record. Recording a deposit or its refund needs "Record and adjust money owed". Held by Accountant.
Enforced
Financial reporting
Permission
What it lets someone do
Status
See rent valuesview_rent_amounts
Shows the rent figures across the app: unit rent and expected annual rent, contract value, the expected amount and any discount on each installment, and lease offer totals including deposit and yearly increase. Without it a member still sees what has been paid and what is outstanding, so a Property Manager can chase arrears without reading the lease terms. Not held by Property Manager by default. Held by General Manager, Lease Manager, Accountant and Treasurer.
Hides amounts
Financial oversightview_financials
One tick that opens every money figure: rent values and contract totals, plus payments, receivables, expenses and deposits. The natural choice for an owner, a treasurer or an outside auditor who should see the numbers but touch nothing. Held by General Manager, Accountant and Treasurer.
Hides amounts
Contacts
Permission
What it lets someone do
Status
See contactsmanage_contacts
Shows the Contacts section with tenants, owners and vendors. Editing a contact is currently open to anyone who can reach the section, so treat this as who sees contacts rather than who may change them. Held by General Manager, Lease Manager and Property Manager.
View only
View access
Permission
What it lets someone do
Status
See the dashboardview_dashboard
Shows the dashboard with portfolio figures. This is the whole of the Shareholder role.
View only
See reportsview_reports
Opens the Reports section. Each report also requires the permission for its own data, so someone without payment access sees the section but not the payments report. A report covers only the properties where both are held. Held by General Manager, Accountant, Lease Manager, Property Manager, Treasurer and Shareholder.
Enforced
See the team's workview_team_tasks
Opens the "All work" tab in Tasks, on the properties where this is granted. Shows what colleagues are working on, and their rows are read only. Figures and tenant details stay governed by the reader's own permissions. Held by the General Manager out of the box, because pre-escalation rent arrears are read here. A workspace admin ticks it for whichever other roles should have it. Workspace admins hold it in every case.
Enforced
Billing
Billing belongs to the account, not to a property role. The account owner always has it, workspace admins have it by default, and the owner grants or revokes it per person in the Billing permissions card under Settings → Account. The boxes below are listed because the role editor shows every permission in the catalog, but the control is elsewhere.
Permission
What it lets someone do
Status
Manage the subscriptionsubscription.manage
Subscribing, changing plan, cancelling and retrying a failed payment. Granted per person on the Billing permissions card in Settings → Account.
Set in Billing
See invoicesinvoices.view
Shows the Invoices tab with your subscription invoices.
Set in Billing
Download invoicesinvoices.download
Anyone who can see an invoice can already download it, so this box changes nothing.
Set in Billing
Manage saved cardspayment_methods.manage
The card your subscription is billed to. Note this is not the same as the workspace payment methods, such as Cash or Bank transfer, which live under Expenses.