Overview

Security Roles in PropertyBoss allow administrators to assign the same permission set to multiple PropertyBoss users. Instead of configuring permissions individually for each user, a Security Role can be created once and then assigned to any user who needs the same level of access.

Security Roles are intended for users who access the full PropertyBoss application. Portal only users, such as MaintTech or Package Tracking users, should be managed with Portal Roles instead.

Why Security Roles Are Important

Security Roles help keep user permissions consistent, organized, and easier to maintain. They are especially helpful when multiple employees have similar job responsibilities or need the same access in PropertyBoss.

Using Security Roles can also make future permission updates easier. If a group of users assigned to the same role needs updated access, the role can be updated instead of editing each user account separately.

Important Security Role Notes

Before creating or assigning Security Roles, keep the following in mind:

• Security Roles are used for PropertyBoss application users.
• Security Roles cannot have PropertyLists assigned.
• Portal Roles are separate from Security Roles and are used for non-PropertyBoss users who access web portals, such as MaintTech Web Portal or Package Tracking.

Creating a Security Role

Use the steps below to create a new Security Role.

Steps

1. Go to Setup & Preferences > Security Settings > Create Users and Assign Security/Permissions.  
2. Click New.
3. Set the Type to Role. Do not select User or Portal Role.
4. Enter the required role information:
   • Name of Role
   • Role Description
   • Language, if applicable
5. Click OK to create the role.
6. After the role is created, select the role from the left panel.
7. Assign permissions using the available permission tabs:
   • Standard
   • Transactions
   • Accounting
   • Add On Modules
   • Detail Fields
   • Work Order Groups
   • PropertyBoss Today
8. Select the permissions the role should have access to.
9. Click OK when finished.

Assigning a Security Role to a User

After a Security Role has been created, it can be assigned to a PropertyBoss user.

Steps

1. Go to Setup & Preferences > Security Settings > Create Users and Assign Security/Permissions.
2. Select the user who should receive the Security Role.
3. Locate the Security based on role field.
4. Select the Security Role that should be assigned to the user.
5. Save the user.

Once assigned, the permissions from the selected Security Role are applied to the user.

Security Role Permission Areas

Security Roles use the same permission tabs available for standard PropertyBoss user accounts.

1. Standard Tab: The Standard tab includes general system permissions, including access to system setup, property and unit management, lease management, vendor management, global search tools, navigator tools, sensitive information, Web Portal login options, texting notification options, expanded Units and Leases permissions, and restrictions for creating or updating public Merlin Reports.
2. Transactions Tab: The Transactions tab controls transaction-related permissions, including the ability to enter, update, delete, void, approve, reverse, move, or process transactions for Properties, Units, Owners, and Leases. Users without transaction entry rights cannot be granted reverse or move permissions.
3. Accounting Tab: The Accounting tab includes permissions for check printing, bank reconciliation, invoice entry, invoice approval, invoice deletion, journals, deposits, accounting close periods, chart of accounts edits, and budget maintenance.
4. Add On Modules Tab: The Add On Modules tab controls access to optional module permissions, such as Texting, MaintTech, and Package Tracking.
5. Detail Fields Tab: The Detail Fields tab grants access to edit specific Detail Field categories, including Contact, Lease, Property, Unit, Owner, Vendor, Work Orders, Call Logging, Asset Types, and user-defined Work Order Groups.
6. Work Order Groups Tab: The Work Order Groups tab controls permissions for each Work Order group, including adding, updating, and deleting work orders, updating activity history, schedule adjustments, checklist setup, and recurring item setup.
   1. Checklist and recurring item setup require the Enter/Update System Setup Information permission.
   2. MaintTech permissions map to the Add Work Order and Update Work Order options.
7. PropertyBoss Today Tab: The PropertyBoss Today tab controls access to Box Score fields displayed on the PropertyBoss Today dashboard.

Quick Reference

Best Practices

• Create Security Roles based on job responsibility or access level. Users who perform similar tasks should generally be assigned the same role so permissions remain consistent.
• Before creating a new role, review the existing Security Roles to confirm whether an appropriate role already exists.
• Periodically review Security Roles to confirm users still have the appropriate access for their current responsibilities.

Additional Assistance

For assistance with creating or updating Security Roles, contact PropertyBoss Support at care@propertyboss.com.