Overview

Portal Roles allow individuals to access PropertyBoss web portals without providing access to the full PropertyBoss application. These roles are designed for users who only need access to specific portal functionality, such as MaintTech.  

Portal Roles contain a limited set of permissions focused on web portal activities and are assigned to non-PropertyBoss users. Unlike Security Roles, Portal Roles cannot be assigned to PropertyBoss application users.

What Is a Portal Role?

A Portal Role is a reusable set of permissions designed specifically for web portal users. Portal Roles help administrators control what portal users can access without creating a full PropertyBoss user account.  

Common Uses for Portal Roles

Portal Roles are commonly used for:

• Maintenance Technicians who access the MaintTech Web Portal.
• Package Tracking users.
• Other individuals who require limited portal access but do not need access to the PropertyBoss application.

Key Differences from Security Roles

• Portal Roles are for non-PropertyBoss users.
• Portal Roles provide access to web portals only.
• Portal Roles contain portal-specific permissions rather than full PropertyBoss security settings.
• Portal Roles cannot be assigned to PropertyBoss application users.  

Creating a Portal Role

Before creating portal users, you must first create a Portal Role.

Steps

1. Go to Setup & Preferences > Security Settings > Create Users and Assign Security/Permissions.  
2. Click New.  
3. Set the Type to Portal Role.
4. Enter the role information:
   • Name of Role
   • Role Description
   • Language (optional)  
5. Click OK.
6. Select the new Portal Role and configure the desired permissions, such as:
   • Work Order permissions
   • Add Work Order
   • Update Work Order
   • Use Group
   • Other portal-specific access options
7. Click OK to save the Portal Role.

Creating a Non PropertyBoss User

Before a Portal Role can be assigned, the individual must be created as a non-PropertyBoss user.

Step 1: Create the User as a Contact

The individual must first exist as a Contact in PropertyBoss.

1. Open Tenants/Contacts.
2. Create the new Contact record.
3. Save the Contact.

Step 2: Create the Portal User

1. Navigate to Setup & Preferences > Security Settings > Create non-PropertyBoss Users and Assign Portal Roles.
2. Click New.  
3. Select the User ID from the Contact list.
4. Verify the user's information:
   • Name
   • Email Address 
   • (These fields automatically populate from the Contact record.)

5. Select the appropriate Portal Role.  
6. Click OK to save the Portal User.  

Portal User Registration

After the Portal User has been created and assigned a Portal Role, the user must register through the applicable web portal before they can access the system.

Important Email Address Requirements

• PropertyBoss users and non-PropertyBoss users cannot share the same email address. Every user account must have a unique email address.
• If an email address is already associated with a PropertyBoss application user, it cannot be reused for a Portal User account.

Managing Portal Role Assignments

If a user's access needs change:

• Update the existing Portal Role permissions.
• Assign a different Portal Role.
• Remove portal access if it is no longer needed.

Changes to a Portal Role affect all users assigned to that role, helping administrators manage access more efficiently. This recommendation is based on the role-based design described in the documentation.

Quick Reference

Summary

Portal Roles provide a secure way to grant web portal access without creating a full PropertyBoss application user. To use Portal Roles:

1. Create the individual as a Contact.
2. Create a Portal Role.
3. Create a non PropertyBoss User.
4. Assign the Portal Role.
5. Have the user register through the appropriate web portal.

Using Portal Roles helps ensure external users have access only to the functionality required for their role while keeping your PropertyBoss security settings organized and manageable.