Overview

Set up your company’s teams, roles, and access so each person sees only what they need in the Admin Portal.

1) Team member overview (roles & access)

• Company Administrator — Full access to all pages, settings, and sites.
• Member (of a Team) — Portal access limited to assigned sites, with permissions defined by their Role in that team.
• Contractor — App access only; no portal login.

Tip: Use Members + Roles to create focused views so people see only what they need.

2) What each role means (permission tiers)

For every Role in a Team, set permissions per area using four tiers:

• Hidden — cannot view
• Read only — view but no changes
• Edit — view and make changes
• Admin — full control for that area

Examples of roles you might create: Property Manager, Facilities Manager, Security, Concierge.

3) How to configure Teams and Roles

1. Create a Team
   • Example: Auckland Regional Team.
2. Add Roles to the Team
   • e.g., Property Manager, Facilities Manager, Security, Concierge.
3. Set permissions for each Role
   • Choose Hidden / Read only / Edit / Admin per area (e.g., Documents, Permits, Sites, Reports).
4. Assign sites
   • Ensure the Team/its Members are assigned to the sites they need to see.
5. Assign users to the Team + Role
   • Each Member should have a Team and a Role to get the right access.

4) How to invite your team

1. Click Add user to company.
2. Enter First name, Last name, Email, Phone number.
3. Choose Role:
   • Company Administrator — sees everything.
   • Member — must have a Team & Role created, and be assigned to sites.
4. Send the invite. The user receives an email to set up their access.

Important: Company Administrators can see everything. Members only see assigned sites, and their pages/actions are limited by Role permissions.

Troubleshooting

• My member can’t log in to the portal
  • Check they weren’t invited as a Contractor (Contractor = App only).
  • Reinvite as Member or Company Administrator.
• My member can’t see any sites
  • Make sure they’re assigned to the sites required.
  • Confirm they’re in the correct Team & Role.
• My member can’t edit a page
  • Update their Role permissions from Read only to Edit (or Admin if needed).
• I can’t access Team settings
  • Access is controlled by your company admin. If you can’t configure teams, contact your company admin.

FAQs

What’s the difference between Company Administrator, Member, and Contractor?

• Company Administrator: full portal access.
• Member: portal access limited by Team/Role and assigned sites.
• Contractor: App only, no portal login.

Can I change someone’s Team/Role later?
Yes. Edit the user and update their Team and/or Role at any time.

Do Members need to be assigned to sites to see them?
Yes. Members only see assigned sites, and their actions depend on Role permissions.

Who controls who can manage teams and roles?
Your company admin sets who can access these settings. If you can’t see them, contact your company admin.