Resident Classifications Primary vs Associated vs Tenant
Guide: Understanding Resident Profile Types and Legal Accountability
Overview
Resident profiles are the foundation of your system. Proper classification ensures:
Accurate access control
Clear legal accountability
A consistent resident experience
Reduced risk for your community
Every person in the system must be classified correctly. This determines who is responsible for actions, access, and activity tied to a property.
Core Concept: Legal Accountability
All users fall into one of two categories:
1. Primary Residents (Legally Accountable)
These individuals are directly tied to a property through a legal document such as:
Deed
Lease
They are the responsible party for the property.
2. Associated Residents (Dependent Users)
These individuals are not legally tied to the property.
Their access and permissions exist only through a primary resident.
Examples:
Spouse or partner
Child
Roommate (not on lease)
Primary Resident Types
All of the following are considered Primary Residents in the system:
Occupant Owner
Owns the property (on the deed)
Lives in the property
Holds full legal responsibility
Non-Occupant Owner
Owns the property (on the deed)
Does not live there
Typically acts as a landlord
Tenant
Does not own the property
Has a signed lease
Is the primary occupant
Associated Residents Explained
Associated residents are always:
Linked to a primary resident
Dependent on that primary resident
Not legally accountable for the property
Key Rules
Cannot exist without a primary resident
Cannot own or anchor a property
Cannot manage core assets (like vehicles) independently
Are governed by permissions set by the primary resident
Permissions and Control
Primary residents act as gatekeepers and can control whether associated residents can:
Log into the system
Manage guest lists
View other visitors
Access certain features
This ensures accountability stays with the correct individual.
Important Limitation
You cannot convert an associated resident into a primary resident directly.
This is because:
Associated profiles are tied to a person relationship
Primary profiles are tied to a property with legal accountability
A proper workflow must be followed.
How to Promote an Associated Resident to Primary
Follow this exact process:
Step 1: Create a New Primary Profile
Do not add the email yet
Step 2: Transfer Assets
Move all associated data:
Vehicles
Visitors
Credentials (fobs, remotes, etc.)
Step 3: Delete the Old Associated Profile
Step 4: Add Email to New Profile
This activates the new account
Critical Requirement: Access Levels
Before assigning any credential (fob, remote, etc.):
An access level must be assigned first
If not:
The system cannot determine permissions
Credential assignment will fail
Why This Matters
Correct classification ensures:
Clear accountability for incidents
Proper access control
Accurate reporting
Legal protection for the community
When issues occur, the system identifies the primary resident as the responsible party.
Key Takeaway
Always ask:
Who is legally accountable for this property?
That person must be set as the primary resident.
Everyone else should be structured beneath them.
FAQ: Resident Profiles
What is a primary resident?
A primary resident is a person legally tied to a property through a deed or lease and is responsible for all activity associated with that property.
What is an associated resident?
An associated resident is someone linked to a primary resident (such as a family member or roommate) who does not have legal responsibility for the property.
Can an associated resident exist without a primary resident?
No. Associated residents must always be linked to a primary resident.
Who is responsible for guests, vehicles, and violations?
The primary resident is always the responsible party.
Can associated residents manage vehicles or credentials?
No. These are controlled by the primary resident.
Can I convert an associated resident into a primary resident?
No. You must create a new primary profile and transfer all assets using the proper workflow.
Why can’t I just edit the existing profile?
Because primary residents are tied to the property legally, while associated residents are tied to another person. These are fundamentally different record types.
Why do I need to transfer assets when promoting a resident?
Assets like vehicles, credentials, and visitors are tied to the profile. They must be moved to maintain continuity and avoid data loss.
Why is my key fob or remote not assigning?
Most likely because no access level has been assigned. Access levels must be set before assigning credentials.
Who should I assign as the primary resident in a household?
The person with legal responsibility for the property:
Owner (on deed)
Tenant (on lease)
Why is this classification so important?
It ensures:
Legal accountability
Proper access control
Accurate system behavior
Reduced liability for the community