How to Manage Access Levels and Permissions

Effective user management requires a balance between operational efficiency and data security. PropertyCareApp utilizes a Role-Based Access Control (RBAC) system, allowing you to define exactly what each team member can see and do within the platform.

Step 1: Navigating to Access Levels

To begin defining your organizational hierarchy:

• Log into the admin dashboard.

• Navigate to the Access Levels menu in the sidebar.

• Here, you will see a list of existing roles (e.g., Manager, Technician, Accountant).

Step 2: Creating a New Custom Role

To create a specialized set of permissions:

1. Click the Add button.

2. Naming: Provide a descriptive name for the role (e.g., "Maintenance Supervisor").

3. Inheritance Note: The list of permissions you see is dynamically adjusted based on your own current access level, preventing users from granting more power than they personally hold.

Step 3: Mapping Granular Permissions

For every module in the system (Negotiations, Tickets, Contacts, etc.), you can toggle three primary actions:

• Add: The ability to create new records.

• Edit: The ability to modify existing data.

• View: The ability to read information and generate reports.

Step 4: Implementing Data Restrictions

Beyond simple "Yes/No" permissions, you can apply Data-Level Restrictions to ensure privacy and focus:

• "Only Own Records": Enable this restriction so a user can only see and edit items (like contacts or work orders) that are specifically assigned to them.

• This is ideal for sales agents or maintenance staff who should only manage their own portfolio without seeing sensitive company-wide data.

Step 5: Assigning Roles to Users

Once a role is defined, it can be applied to any staff member:

1. Go to the Users menu.

2. Edit a user’s profile and select the newly created Access Level from the dropdown menu.

3. The changes take effect immediately, tailoring the user's interface to their specific responsibilities.