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Limit Access to Your Users by Editing User Roles
Limit Access to Your Users by Editing User Roles

Learn how to limit DoorLoop access for certain Users through User Roles.

Samuel avatar
Written by Samuel
Updated over a week ago

Overview

By default, DoorLoop provides several roles you can choose from when creating new users. These are Full Access, Accountants, Maintenance Team, and Property Owners. The default roles are set with permissions usually associated with those roles. However, if you need more control over your User Roles, 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.

Creating Custom User Roles

User Roles can allow you to restrict aspects of DoorLoop from being accessed by certain Users. While DoorLoop does include four default user roles, Pro and Premium accounts can create and edit their own custom User Roles. In fact, we recommend that you create a second User account for yourself so you can test out different User Roles for yourself before assigning them to actual Users.

  1. To create a new User Role, click Settings on the main menu and click on the User Roles button in the Company section.

  2. Click on the + New User Role button to create a new user role.

    If you want to edit an existing user role, either click on the role line or the vertical three dots icon on the right side of the line and select Edit.

  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 Save to update the changes for the user role.


Advanced Options (Edit User Roles)

User Roles have several sections that can be configured to give or remove access to Users for specific parts of DoorLoop. You would edit these settings based on the type of users you have and the roles you give them. Below is an explanation of each section contained in the User Roles:

Objects

The Objects section is where a majority of your user permissions reside. This section however can be very daunting because of the sheer number of settings that can be turned on and off. Here are some tips and descriptions to make editing this section a bit easier.

  • 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.

What does View List, View One, Create, Edit, and Delete do on the User Roles?

  • 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 - Give special consideration to the options for Creating, Editing, and Deleting objects because this can seriously damage things in your account if you give these permissions to the wrong Users.

There is one area in the Objects section where setting user access is different and that is with the Tasks and Maintenance section. The user permissions here require more consideration.

  • 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 is another area where you’ll be able to limit user views based on which options you select. The Reports section is mainly used if you want to allow your Users access to view certain or all Reports. Leave them unchecked if you don't want them to see specific objects.

Settings

Lastly, we have the Settings tab that is used to limit a User’s access to general Company Settings and Property Settings. Here you'll have to option to either give No Access, View Only access, or the ability to Edit.

That's it! You can use this user role for new users, edit it whenever necessary, and even delete it if necessary by clicking on the 3 dots icon on the right side of a user role and choosing Delete.


Next Steps

Good work! You have added other Users with custom User Roles to help you manage your properties.

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