PropertyBoss provides a comprehensive and highly configurable security framework that allows administrators to control:

  • What users can view
  • What users can modify
  • Which modules and portals users can access
  • Which properties and reports users can see


Path: Setup Preferences → Security Settings

  • This area centralizes all user access, roles, permissions, portal access, and property-level restrictions.

TABLE OF CONTENTS

Managing User Accounts

Create a New User

Path: Setup Preferences → Security Settings → Create Users and Assign Security/Permissions

  1. Click New
  2. Enter required fields:
    1. User ID (unique)
    2. User Name
    3. Password
  1. Assign (optional):
    1. Security Role
    2. PropertyList Restriction
    3. Report Group Restriction
    4. Language
  1. Enter Email Address (required for portal access)
  2. Enable Require Password Change (optional)  
  3. Click OK

Edit an Existing User

  1. Select the user
  2. Update permissions across tabs as needed
  3. Click OK to save

Delete a User

  1. Select the user
  2. Click Delete
  3. Confirm deletion

    Important: Users cannot be deleted if:

  • They are tied to unresolved data
  • They are assigned to restricted PropertyLists


Understanding Security Tabs

Each user has multiple security tabs that control different areas of access:

  • User Info
  • Standard
  • Transactions
  • Accounting
  • Add-On Modules
  • Detail Fields
  • Work Order Groups
  • PropertyBoss Today
  • (Optional) Email Settings, Requisitioning


User Info Tab

Controls general account settings and restrictions:

  • Security Role
  • PropertyList Restriction
  • Report Group Restriction
  • Language
  • Portal access permissions

PropertyList Restriction

Limits the user to only view data tied to selected properties.


Report Group Restriction

Restricts access to assigned reports only.


Allow Login to PropertyBoss

  • Unchecked: User cannot log into the desktop application
  • User can still access web portals


Standard Tab (General Permissions)

Controls access to core system functionality, including:

  • Tenant and lease management
  • Property and unit setup
  • Viewing records
  • Editing letters and lists
  • Viewing sensitive data (SSNs, Tax IDs)
  • Database maintenance

Security Note: Access to SSNs and Tax IDs should be restricted to authorized accounting personnel only.


Transactions Tab (Financial Permissions)

Determines what users can do with transactions:

  • Enter, update, delete, or void transactions
  • Approve bills for payment
  • Release held bills
  • Modify fee allocations
  • Perform AutoPost functions


Accounting Tab

Controls access to all accounting-related functions:

  • Accounts Payable
  • Check processing and printing
  • Void/Delete checks
  • GL Period closing
  • Chart of Accounts maintenance
  • Journal entries
  • Budgets
  • QuickBooks/GL integrations

Best Practice: Limit access to trusted accounting administrators only. Tightly manage the following settings:

  • Period closing
  • Journals
  • Check processing

 

Add-On Modules Tab

Provides granular permission control across all enhanced modules, including:

  • E-Payments
  • E-Signatures
  • Applicant Screening
  • Asset Management
  • Lockbox Payments
  • Prospect Tracking
  • Requisitions
  • Web Portals (MaintTech, Site Admin, Package Tracking)
  • And more


Example: E-Payments Permissions

Users can be granted rights such as:

  • Submit ACH/credit card drafts
  • View account numbers
  • Create transfers
  • Override transaction statuses
  • AutoPost payment batches
  • Create NACHA files

Important: These permissions should be restricted to financial administrators.


Example: Enhanced Media Permissions

  • Set document security levels
  • Delete media
  • Modify security classifications


Detail Fields Tab

Controls which users can update custom fields across:

  • Properties
  • Units
  • Contacts
  • Vendors
  • Work Orders
  • Asset Types

Users cannot update Detail Fields unless explicitly permitted.


Work Order Groups Tab

Manages permissions for maintenance and inspection workflows:

  • Add / update / delete work orders
  • Reopen completed work
  • Ignore closing dates
  • Update activity history
  • Define checklists and recurring work

Applies to all work order groups (Maintenance, Inspections, etc.).


PropertyBoss Today Tab (Dashboard Security)

Controls access to dashboard metrics such as:

  • Scheduled Activities
  • Pending Move-Ins
  • Late Payments
  • Repeating Charges
  • Inspection Status
  • Web Activity


Portal Roles & Non-Desktop Users

Allows external users to access web portals without full system access.

Creating a Portal Role

  1. Go to Security Settings
  2. Click New Role
  3. Select Portal Role
  4. Assign permissions

Adding a Portal-Only User

  1. Create the individual as a Contact
  2. Go to Create Non-PropertyBoss Users & Assign Portal Roles
  3. Select the contact
  4. Assign a portal role

Important:

  • Email addresses must be unique
  • Desktop and portal-only users cannot share the same email


Security PropertyLists (Restricted Property Access)

Limits users to specific properties.


Create a Security PropertyList

Path: PropertyLists → Manage PropertyLists

  1. Click New
  2. Enter name
  3. Select Security type
  4. Assign properties


Assign PropertyList to User

  1. Go to Security Settings → Create Users
  2. Select user
  3. Assign PropertyList

Key Rules

  • Only System Admins can create security lists
  • Lists cannot be deleted if actively assigned to users


MaintTech Portal Security Requirements

To use MaintTech Portal:

  • Desktop users must have an email address
  • Non-desktop users must register via portal
  • Portal roles must be correctly assigned
  • Inspections must be assigned to the correct user


Merlin Report Security

Sensitive data (SSNs, Tax IDs) will only appear if users have:

  • View SSN/Tax IDs
  • View SSN/Tax IDs on Reports

Important: These permissions should be tightly controlled.


Audit Logging Access

To allow users to view audit history:

  • Enable View Logging Information

Important: This setting controls visibility only—it does not control what is logged.

Summary

PropertyBoss security is highly flexible and allows administrators to:

  • Restrict access at the user, module, and property level
  • Protect sensitive financial and personal data
  • Configure both desktop users and portal users
  • Maintain compliance through controlled permissions and audit visibility