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Limit Access to Your Users by Editing User Roles

Customize user roles in DoorLoop to control what each team member can view or edit — go beyond default roles for granular access control.

Written by Samuel

Overview

By default, DoorLoop provides several roles you can choose from when creating new users: Full Access, Accountants, Maintenance Team, and Property Owners. These default roles come with permissions typically associated with each role, but if you need more control, you can edit or create new roles.

Note: Starter Plans do not have access to create or edit User Roles. Consider upgrading to the Pro or Premium Plans to access this feature.

Walkthrough Video

Set Up User Roles & Permissions Walkthrough Video Link.

Creating Custom User Roles

User Roles let you restrict which parts of DoorLoop certain users can access. While DoorLoop includes four default user roles, Pro and Premium accounts can create and edit their own custom roles.

Tip: Create a second User account for yourself and a new role for testing, so you can confirm the permissions are configured correctly before assigning the role to actual users.

  1. To create a new User Role, click Settings on the main menu. Then under the Company section, click User Roles.

  2. Click on the New User Role button to create a new user role. To edit an existing role, click the role itself.
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  3. Make any desired changes by going through the "General Info", Objects", "Reports", and "Settings" tabs. See Advanced Options below for more detail about these.

  4. Click Update to finalize the changes for the user role.

Note: If standard roles like Full Access or Accountants are missing, you can recreate them by copying permissions from another account where they exist. Go to Settings > User Roles, create a new role, enable the same permissions, and save.

Advanced Options (Edit User Roles)

User Roles have several sections you can configure to give or remove access for specific parts of DoorLoop, depending on the type of users you have and the roles you assign them.

Objects

The Objects section is where most user permissions live. It can be overwhelming given the number of settings, so here's a breakdown by section:

  • People - The People section is where you give your users access to view different people categories, such as prospects, tenants, owners, etc.

  • Tasks & Maintenance - The Tasks & Maintenance section gives your users access to tasks, requests, and work orders.

  • Rentals - The Rentals section gives users access to properties and units.

  • Leasing - The Leasing section gives your users access to active and inactive leases. This also includes the ability to view rental applications.

  • Tenant Transactions - The Tenant Transactions section gives users access to lease charges, payments, and refunds.

  • Vendor Transactions - The Vendor Transactions section gives users access to bills, bill payments, and vendor credits.

  • Owner Transactions - The Owner Transactions section gives users access to owner distributions and contributions.

  • Other Transactions - The Other Transactions section gives users access to journal entries, bank transfers, bank deposits, expenses, application fees, management fees, and the send payments feature.

  • General Objects - The General Objects section gives users access to many miscellaneous features - accounts, BankConnect, calendar, merchant accounts, portfolios, tags, files, notes, announcements, the communications log, signature requests, signature templates, bank reconciliations, insurance policies, and budgets.

  • Communications Center - The Communications Center section gives users access to the Communications Center where they can send real-time communications with people.

Each object has the following permission types:

  • View List - This gives your user the ability to see a specific list of objects. For instance, if you want them to see a list of People, Properties, or Transactions.

  • View One - This gives your user the ability to see more details within a list. For instance, if you want your user to see details of a specific Tenant in a list, you’ll need to enable this option.

  • Create - Check this if you want to give your User access to create items.

  • Edit - Check this if you want to give your User access to edit items.

  • Delete - Check this if you want to give your User access to delete items.

Note: Double-check who has Create, Edit, and Delete access before assigning roles — these permissions can significantly affect your data if given to the wrong users.

The Tasks and Maintenance section works a bit differently:

  • X Icon - Use this if you do not want your User to see anything at all.

  • Person Icon - Clicking the Person Icon allows your User to see only tasks assigned to them.

  • Checkmark Icon - Clicking this button allows your User to see any tasks regardless of whether it's assigned to them or not.

Reports

The Reports tab controls which reports a user can view. Leave items unchecked if you don't want a user to see them.

Settings

The Settings tab controls a user's access to general Company Settings and Property Settings. You can give No Access, View Only access, or the ability to Edit.

Once saved, this role becomes available to assign to any user going forward from the User Role dropdown.

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