How to Add Team Users and Set Their Roles

Invite your staff, such as property managers, leasing agents or bookkeepers, and control what each person can see and do. Each person gets their own login.

How it works

• A role is a set of permissions. For example, a leasing agent role might be able to view and edit Prospects and Listings, with no access to Accounting.
• A user is a person with their own login. Every user needs at least one role.
• You, the account owner, always have full access.

There are two kinds of roles on the User Roles page:

• Predefined Roles: ready-made roles from DigitalTenant. You can view them but not change them.
• Custom Roles: roles you build yourself. You can create, edit and delete them.

Before you start

• Team users are available on Property Standard, Property Pro and Property Max. On Property Lite, the User and User Roles cards show a lock and an Upgrade Needed message. Property Pro includes up to 10 custom roles, and Property Max has no limit on custom roles. The app shows your plan's limits when you add users and roles.
• If you are a team member doing this for the owner, you need User Management access to add users and User Roles access to manage roles.
• The new person's email can't already be used in DigitalTenant.
• Have their first and last name, email, phone number (10 digits), full US address and the role or roles they should get.

1. Create a custom role (optional)

Skip this step if a predefined role fits.

1. Go to Settings > User Roles and click New User Role.
2. Enter a Role Name and Role Description, then click Next.
3. On the Permission Level step, use the Features Access and Settings Access tabs. Every permission starts at No Access. Click the badge next to a feature to change its level.
4. Click Save Changes. You will see Role Added Successfully. Click Check Roles to find it on the Custom Roles tab.

The four permission levels are:

Features Access covers Dashboard, Properties, Units, Listing, Prospects, Tenants, Vendors, Service Professional, Tenant Applicants, Tasks, Work Orders, Reports, Files, Notes, Leases, Bank Accounts, Mileage, Receivables, Transactions, Incoming Rent and Unpaid Rent.

Settings Access covers Personal Information, Login & Password, Notification, Company Information, User Management, User Roles, Portfolios, Subscription and Delete Account.

Only give User Roles, User Management, Subscription or Delete Account to people you trust as admins. These let someone change other people's access, your billing, or the account itself.

2. Invite the user

1. Go to Settings > User and click Add User.
2. Fill in the form:
   • User's Photo (optional)
   • First Name and Last Name. Middle Name is optional.
   • Email: this becomes their login and can't be changed later, so check it carefully.
   • Phone: 10 digits.
   • Address: pick from the dropdown to fill in City, State and Zip Code.
   • User Roles: pick one or more.
3. Click Send Invite.

You will see User Added Successfully. Click Go to User Info to see their details.

If you have reached your plan's user limit, or picked a role your plan doesn't include, a message explains why. Click Proceed to go to your subscription and upgrade.

3. Your team member sets their password

1. Your team member gets an invite email with a link.
2. The link opens a Set Password page. They enter a password in Create new password and Confirm Password. It needs at least 8 characters, 1 number, 1 uppercase letter and 1 special character.
3. They click Set Password, then Go to Login.
4. They log in at Login to Landlord Portal, the same page you use.

4. Change someone's access later

Change which roles a user has

• Go to Settings > User, open the Action menu on their row and click Edit. Change User Role and click Save.
• Or go to Settings > User Roles. In Select User Name & User Roles at the bottom, pick the User Name, change the User Role and click Save.

Change what a custom role allows

On the Custom Roles tab, click Action > Edit, change the permissions and click Save Changes. This changes access for everyone who has that role.

See what a user can do

In the user list, click Action > View. The Permissions tab shows their access. The Overview tab shows their details and Assigned Roles.

Permission changes show up when your team member next opens or refreshes the app. If they still can't see something, ask them to refresh the page or log out and back in.

Remove a user

In the user list, click Action > Delete and confirm. You can also tick several users and delete them together. If the user is linked to open work orders or tasks, you will see a list of them and be asked again. Confirming removes that user from those items.

Delete a custom role

On the Custom Roles tab, click Action > Delete and confirm. If people still have that role, a Force Delete Role box explains what will happen. Click Delete to go ahead.

Good to know

• Your user list shows each person's details and roles. It doesn't show whether they have accepted the invite, so check with them that they have logged in.
• "Error Adding User"? The email may already be used by another user, tenant or landlord.
• "Role is required"? Pick at least one role.
• Save at the bottom of User Roles does nothing? Make sure both User Name and User Role are filled in.
• Edit User Details keeps loading? Close the window, refresh the page and try again.
• Team member never got the invite? Ask them to check spam. If the email address is wrong, delete the user and add them again with the right email.
• Team member's invite link says it expired? Contact our support team.
• Team member can't see a page? Check their Permissions tab, update their role, then ask them to refresh.

Need help?

Email us at support@digitaltenant.com, or use the Help button in the bottom-right corner of your dashboard.