The following FAQs focus on Phases 3 & 4 of PropertyBoss Online. Both phases are available to PropertyBoss administrative users only. 


Phase 3 added a Messages/Announcements feature.


Phase 4 gives admin users the ability to manage user access.

  • Section 2.8 in the PB Online User Guide explains who can see and provides instructions for User Management. 


FAQs are a living document, updated in real time as our information and your needs change.



TABLE OF CONTENTS


What's new in PB Online (December 2025)?

In these phases, admin users can create, post, edit, and delete messages that appear when your company users log in to PB Online. Additionally, admin users can create new users and deactivate old users in PB Online. At this time, all PropertyHost functions have been moved to PB Online. 


How do I know if I have access to Phase 3 and/or 4?

There are several ways to identify if you have PropertyBoss administrative credentials. 

  1. After logging into PB Online, you will see an Administrator option in the left menu. Clicking Administrator will show Messages, User Management, or both options.
  2. If you could add/edit/delete users in PropertyHost, you have the same settings in PB Online. 
  3. If you could create/post/delete Messages that appeared on the PropertyHost home screen, you have the same settings in PB Online.


I have admin access, but I don't see the Administrator option in my menu.

The first step is to ask another PropertyBoss admin to look at your user settings In PB Online AND PropertyBoss. If you are the only admin or an admin is not available, email care@propertyboss.com. Support staff can check your security settings.


I don't see the Messages option in PB Online.

If you don't see Messages, you have not been assigned the Administrator role in PB Online. This distinction allows a user to craft and manage messages. 

 

I don't see the User Management option in PB Online.

If you don't see User Management, you have not been assigned the Administrator role in PB Online and the Maintain Security Settings permission in PropertyBoss. These settings allow an admin user to create and maintain users.  


What is a Client Administrator? (from user guide)

A Client Administrator is the same as a PropertyBoss admin user. Two different names, but the exact same function. Users who have PropertyBoss administrative credentials can see and do more in PropertyBoss. For some clients, all their users are Client Administrators. (All users are assigned every permission setting available.) For other clients, users are assigned specific permissions related to their role and responsibilities. For example, maintenance techs may only see Work Orders and Inspections in PropertyBoss. Leasing staff may work extensively with the Prospects module, but have limited or no access to post payments.  


Has anything changed with creating users now that it is done through PB Online?

Many changes have rolled out with User Management:

  1. Email addresses are validated against duplicates. 
  2. Cell Phone is a required field. Unique cell numbers will be necessary when Two-Factor Authentication is rolled out later in 2026. 
  3. New user profiles cannot be set up in advance. The Welcome Email is sent immediately after setting up user in PB Online.
  4. The prefix_username is automatically generated by PB Online. This cannot be edited. 
  5. New users are automatically created in PropertyBoss and assigned to the new user security role.
  6. If you use email, it will automatically be set up for the new user when the profile is created.
  7. Users cannot be deleted. They can be deactivated. 


Has anything changed with creating and posting messages now that it is done through PB Online?

The Messages feature has been overhauled. Here are the highlights: 

  1. Utilizes a rich text editor and customizing options
  2. Messages dated in the past cannot be deleted 
  3. Clients cannot delete Global Messages posted by PropertyBoss support staff
  4. Messages are removed at 11:59pm local time on the end day chosen. 
  5. Messages can be manually hidden from display per user
  6. Hidden messages can be restored 


Why is the new user assigned to a security role?

PropertyBoss is encouraging the use of security roles. By assigning permissions to a role and then assigning the role to a user's profile, admin users can more easily and consistently assign permissions to users. PropertyBoss is moving toward only using roles to assign permissions. This shift will occur later and plenty of notice will be provided. 


When is PropertyHost going away?

We do not have an exact day yet, but it will be in Q1. Advance notification will be provided via email and messages posted on PropertyHost and PB Online.