Proptia User Permissions Guide for Property Managers

Proptia allows customers to create custom roles for more precise user access (Does not apply to residents or attendants). Roles can be created by navigating to Organization Settings > Roles. Once a role is created, go to Organization Settings > Permissions, select the role, and customize its access using the definitions provided below.

Use this guide to determine what level of access (None, View, Edit, Full) a user role should be granted based on each feature in the Proptia system. Permissions are grouped by module.

Site Module

Home (Dashboard): Displays a summary of key activity and access logs.
Directory: Lists all users, including residents, vendors, and staff.
Attendant: Shows profiles for onsite gate attendants.
Properties: Displays the list of property records within the community.
Residents: Lists resident profiles and related access settings.
Members: Includes profiles of household members or related contacts.
Facilities Menu: Organizes facility data across property locations.
Property Facilities: Shows physical facility details like clubhouses or pools.
Member Facilities: Displays facility access for household members.
Vendors: Lists vendor companies and allows profile edits.
Vehicles: Displays registered vehicle information for users.
Visitors: Tracks visitor logs, QR passes, and schedules.
Users: Shows all user accounts across types.
Pets: Displays pet information linked to user profiles.
Vendor Users: Lists individuals under each vendor account.
Member Users: Displays member login access and roles.
Messenger: Used for sending internal platform messages.
Ticket Directory: Lists support tickets submitted by users.
Incidents: Tracks incident reports logged by staff.
Transaction Menu: Navigates all visitor or gate access transactions.
Equipment Status: Displays online/offline status of hardware.
Transactions: Shows detailed logs of vendor and visitor entries.
Audit Transaction: Tracks all system activity by users.
Live Monitor: Displays real-time gate and system activity.
Advanced Search: Allows filtered searches across modules.
Roles: Lists and describes permission roles.
Permissions: Displays the current access settings by user role.

Access Control Module

Access Control: Shows an overview of site-wide access rules.
Credential Wallet: Lists all active credentials assigned to users.
Credentials: Details individual access credentials.
Credential Types: Displays available credential categories.
Access Levels Directory: Shows all preset access groups.
Access Levels: Describes door/group access assigned to credentials.
Schedules: Sets the allowed timeframes for access levels.
Holidays: Lists exceptions to standard access due to holidays.
Doors Directory: Displays all doors and their assigned configurations.
Doors: Lists individual doors, names, and hardware settings.
Door Groups: Displays grouped access points for easier configuration.
Door Types: Categorizes doors by function or equipment.
Manual Controls: Allows real-time door commands.
Calendar Actions: Displays scheduled access rule changes.

Visitor Management Module

Visitor Management: Shows an overview of guest traffic.
Telephone Directory: Displays the phone book used by gate intercoms.
TES Entry Code: Shows vendor entry PINs for telephone systems.
Telephone Entry Systems: Lists TES hardware and configurations.
TES Calendar Action: Displays calendar-based changes to TES settings.
TES Schedules: Sets allowed timeframes for TES use.
TES Holidays: Shows holiday rules for TES functionality.
TES Groups: Groups TES profiles for bulk changes.
Pass Type: Lists different types of visitor passes.
Pass Inventory: Tracks available visitor pass stock.
Mass Import: Allows bulk importing of visitor entries.

Reports Module

Reports Menu: Central menu for selecting available reports.
General Report: Displays system-wide usage summaries.
Credential Access: Shows access logs by credential.
Telephone Entry: Tracks use of telephone entry systems.
Visitor Access: Displays guest visit records.
LPR Report: Shows license plate reader detection history.

Organization Settings Module

Organization Settings: Displays general configuration options.
Change Field Names: Allows renaming of default field labels.
Global Settings: Contains system-wide preferences.
Dynamic Lists: Shows values for custom dropdown fields.
Attendant Locations: Lists configured gate or guardhouse locations.
Property Types: Categorizes properties by function.
Vendor Types: Categorizes vendors by service type.
Pet Types: Lists animal types linked to resident pets.
Member Groups: Categorizes members for grouping.
Relationship to Primary List: Describes household member roles.
Notification Group: Lists groups for bulk communication.
Category: Assigns types to different records.
Topics: Defines topics for announcements or messages.
User Titles List: Manages titles for user roles.
Email Logs: Displays records of system emails sent.

CORE Module

Communications Menu: Entry point for bulletin and messaging tools.
Bulletin Board: Shows posted community messages.
Newsletters: Displays uploaded newsletters.
Announcements: Lists property-wide announcements.
Folders: Organizes files and messages.
eForms: Displays digital forms used by the community.
Operations Menu: Central menu for property operations.
Amenities: Lists amenity rules and hours.
Reservations: Tracks amenity bookings.
Service Requests: Displays work orders and vendor tasks.
Watchlist: Lists flagged users or visitors.
Citations - Violations: Tracks rule violations.
Community Menu: Contains general property records.
Calendar: Displays shared property events.
Surveys: Displays community survey results.
Address Book: Lists contact info for residents and staff.
Community Contacts: Shows important contact roles.
Public Contacts: Lists contact info available to all users.
Photo Gallery: Displays shared images.
Website Settings: Controls basic site branding and preferences.

Equipment Settings Module

Equipment Settings Menu: Entry point to all equipment tools.
Telephone Entry Systems: Lists TES equipment and ports.
Access Control - ICT: Displays ICT configuration settings.
Controllers: Lists all hardware controllers on-site.
Analog Expanders: Shows analog device configurations.
Reader Expanders: Lists reader expansion modules.
Output Expanders: Shows connected relay output modules.
Input Expanders: Displays input modules (e.g. sensors).
Smart Readers: Lists smart credential readers.
Keypads: Shows keypad hardware.
Door Input Types: Lists trigger types linked to doors.
Door Inputs: Displays specific door input wiring.
Door Outputs: Shows control outputs tied to access points.
Attendant Equipment: Lists equipment at guardhouses.
Attendant Server: Displays settings for kiosk server NUCs.
Attendant Kiosk: Displays kiosk device configurations.
Relay Management: Shows relays used for gate/door actions.
Kiosk Scanner: Displays kiosk QR scanner hardware.
LPR Equipment: Lists license plate reader devices.
LPR Server: Shows LPR server configuration.
LPR Camera: Displays LPR camera models and IP settings.
Equipment Models Setup: Lists model templates for hardware setup.

This guide helps property managers assign appropriate access levels to user roles based on the actual features available in Proptia. For additional support, contact your Proptia dealer.