Now, we are going to learn how to manage admin access, choosing the right admin role, and everything related to, admin access

So, here we see the dashboard.

On the left-hand navigation menu, click on “Manage Admin Access”, to get started

After inviting the admins, and they’ve joined the portal, you can view the list of registered admins, on the “Admin” page.

Explore the different admin types available, by clicking here to view the details

Here you can learn about the three types of admins in our portal, along with their descriptions. To get a better understanding of each admin type, and their access levels, simply hover over, or click the small “Info” icon on the right

Now, close the current information box.

Once the admins have joined the portal, you’ll see them listed here. Check their status to see, if they are marked as active or inactive. If any admins are inactive, you’ll need to activate their roles to grant them access

Simply click the “Power” icon in the Action column, on the same row as the admin, to activate or deactivate them

You’ll see a pop-up message asking, if you’re sure you want to activate the admin. You wanna make sure to check this box here, to notify them about their profile being activated in the portal.

Click on the “Yes Activate” button, to complete the activation. Now, I want to mention, the process is just the same if you wanna de-activate an admin. Easy, right?

Wait, here’s a quick tip—on the right side, you see this little search box? Simply type in the admin’s name, then hit Enter, or click the search icon next to it, to quickly find the admin you’re looking for, on the Admin List View page.

See? It’s now showing you the admin you were looking for. Also, notice that their status is marked as “Active.”

Click on the “Clear Filter” button, at the top left. Since you searched for a specific admin, it’s currently showing only that admin. By clicking this button, you’ll remove the search filter and return to the full list of admins.

Now that you’re back on the Admin List View page, let’s learn how to set an admin role.

Click on the name of the admin, for whom you want to set the role. This will take you to their profile page.

Once you’re inside the admin’s profile, you’ll see their current role. In this case, my admin is set as a “View Only” admin, meaning they can only view information but cannot take any actions.

Now, I’m going to set our admin to be a Regular Admin, since I want to assign them custom permissions. Keep in mind that setting an admin as a Super Admin, will grant them full access to the portal, which you might not want to give to every team member.

Great! Now that we’ve set the admin type, let’s move on. Use the right-side scroll bar to scroll down to the highlighted section. Here, we’ll be selecting the actions that the admin will be permitted to take and the actions that will be restricted.

Here, you’ll see three different tabs: Permitted Properties, Permissions and Custom Roles.
Permitted Properties Tab, is where you assign the properties, the admin will manage. This step is mandatory to ensure, they can take actions, for the assigned properties in the portal.
In the Permissions Tab, you’ll select the actions the admin is allowed to take, and the ones that will be restricted.
Custom Roles Tab is where you can set up custom roles. This is optional but can be helpful, if you want to define unique roles, tailored to specific need

You’ll notice filter boxes on both sides, under Permitted and Not Permitted. You can type an address, into these boxes to quickly locate a specific property.

For example, by typing 11 in the search box, you’ll see all the addresses that include 11, or 110, 113 in the search results

Now, I’ll select the properties located in Ontario to assign them to the admin. To do this, I’ll press and hold the Shift key and use the down arrow key on the keyboard to make the selection.

Now, simply click on the single arrow icon, to move the selected addresses from the Not Permitted section, to the Permitted section

Look. The addresses have been moved to the Permitted side. Now, click on the Update Property Permissions button at the bottom to save the settings

Once we update the settings, we’ll return to this view. Here, we can see the list of properties, that have been assigned to the admin, under the Permitted section, while the remaining properties will appear in the Not Permitted section.

Now, we’ve switched to the Permissions tab, where we’ll set up the actions, the admin will be allowed to perform.

One important thing to note is, when you set an admin as a Regular Admin, a default set of actions is already assigned to them. You can view these actions, in the Permitted section on the right.In the “Not Permitted” section on the left, you’ll see the actions they’re restricted from performing by default. These typically include tasks like deleting items, or adding new admins.

You’ll notice filter boxes on both sides under, Permitted and Not Permitted. You can type an action, into the filter box to quickly find it. There’s also a Clear Filter option, that clears only the text in the filter box.

Let me quickly explain, what this double arrow icon does.

When you click on the double arrow icon, under the Not Permitted section, all the actions listed on the left, will instantly move to the Permitted section on the right, just like this.

If you want to move specific items, from the Not Permitted section to the Permitted section, you can select an item, then hold down the Shift key on your keyboard, while using the down arrow key to select multiple items like this

If the items you want to select, are not in order, you can hold down the CTRL key on your keyboard, and click on each item individually, to select multiple items, like this

Use the single arrow icon, to move your selected items, from the Not Permitted section to the Permitted section.

See? The selected items have now been moved to the Permitted section.Remember, the double arrow icon moves all items from one side to the other, while the single arrow icon moves only the specific items you’ve selected to the Permitted side. Pretty cool, isn’t it?

Once you’re done, don’t forget to click on the Update Permissions button, to save the settings!

After updating the permitted actions in the Permissions tab, we’ll be taken back to this view. Now, let’s move on to the Custom Roles tab by clicking here.Remember, this step is optional, but it’s worth exploring to see, what additional customization options it offers.

The Custom Roles page allows you to assign a specific role to your admin. For example, if the admin is the sole Property Manager or, Property Supervisor for the two Ontario properties, now we can simply assign them the custom role from here

Let’s assign the admin as the Property Supervisor. Simply toggle the button, next to the Property Supervisor heading, to turn it on

This interface will appear, allowing you to assign properties. Simply move the properties from the Not Mapped section, to the Mapped section.

Once you’re done, click on the Update Property Mapping button right here, to save the changes.

As you can see, the toggle button, beside the Property Supervisor is now green, indicating that we’ve successfully set up the custom roles!

You’ve got this! In this video, we covered the complete process of managing admin access from understanding admin types to updating permissions and setting custom roles. Now, let’s move onto the next one!