Overview

PropertyBoss uses roles to simplify user security and permission management. Instead of configuring permissions individually for every user, administrators can create roles that contain predefined permissions and then assign those roles to users as needed. This helps keep permissions consistent, reduces administrative effort, and makes ongoing security management easier.

PropertyBoss supports two types of roles:

• Security Roles for PropertyBoss application users.
• Portal Roles for non-PropertyBoss users who access web portals such as MaintTech or Package Tracking.

Understanding the differences between these role types will help ensure users receive the appropriate level of access based on their responsibilities.

Security Roles

Security Roles are designed for users who access and work within the PropertyBoss application. A Security Role contains a set of permissions that can be assigned to multiple users, allowing administrators to manage access levels efficiently.

Benefits of Security Roles

• Maintain consistent permissions across users with similar job responsibilities.
• Reduce the need to configure permissions individually for each user.
• Simplify future permission updates by allowing administrators to update a role rather than multiple user accounts.
• Support standardized security practices across your organization.  

Important Notes

• Security Roles are intended for internal PropertyBoss users.
• Security Roles cannot have PropertyLists assigned.
• Security Roles provide access to the full range of PropertyBoss permission settings.

Portal Roles

Portal Roles are designed for individuals who do not need access to the full PropertyBoss application but require access to a PropertyBoss web portal. Portal Roles contain only portal-related permissions and are assigned to non-PropertyBoss users.  

Common Uses for Portal Roles

Portal Roles are commonly used for:

• Maintenance Technicians using the MaintTech Web Portal
• Package Tracking users
• Other users who need limited web portal access without a PropertyBoss user account

Important Notes

• Portal Roles can only be assigned to non-PropertyBoss users.
• Portal Roles provide access only to supported web portal functionality.
• Portal users must be created separately from PropertyBoss application users.

Security Roles vs Portal Roles

Which Role Should You Use?

Use the following guidelines to determine which role type is appropriate:

Use a Security Role if:

• The user needs access to the PropertyBoss application.
• The user will perform daily tasks within PropertyBoss.
• The user needs access to accounting, leasing, property management, reporting, or other core PropertyBoss functions.

Use a Portal Role if:

• The user only needs access to a PropertyBoss web portal.
• The user is a maintenance technician or other external user.
• The user does not require a full PropertyBoss application login.  

Related Articles

For detailed instructions, see the following articles:

• Security Roles
  • Learn how to create Security Roles.
  • Assign Security Roles to users.
  • Configure and manage role permissions.
• Portal Roles & Non-PropertyBoss Users
  • Learn how to create Portal Roles.
  • Create non-PropertyBoss users.
  • Assign Portal Roles and manage portal access.

These articles provide step-by-step instructions for each role type and when to use them.

Quick Summary

PropertyBoss includes two role types to help manage security and user access:

• Security Roles are used for PropertyBoss application users and provide reusable permission sets within the software.
• Portal Roles are used for non-PropertyBoss users who need access to supported web portals such as MaintTech or Package Tracking.

Choosing the correct role type helps ensure users receive the access they need while maintaining security and consistency throughout your organization.