User Authorities Explained

User Authorities Explained

When you set up a User, you have to select the authority levels. Below is a list of each authority and what it means

Owner/Property/Tenancy Access Add/Edit and Supplier Access Add/Edit:  Can access Owners, Properties and Tenants, Diaries, Inspections, work orders, and most general reports - ideal for a Property Manager. You can disable the ability to add or edit bank account details under the Bank Account authority.

Bank Reconciliation: Allows the use of the bank reconciliation functions.  Normally only needed by the person handling the Trust Account

Archive: The ability to be able to archive Owners, Properties, Tenants and Suppliers.
Note: All archiving is logged in the change log and archived records and easily be reinstated - so access can be given to all users

Client Portal: This gives the user the ability to generate Owner User names for the Client Portal

Special Reports: Some reports are sensitive and have the potential to show all details of the rent roll. The Property Report called Combined Management can only be run if the logged-in User has this authority. Normally the admin person and the principal are the only ones with this authority.

Insight Reports: All the Insight reports are sensitive and anyone wanting access needs the authority level ticked, normally the admin person and the principal are the only ones with this authority. This also controls the Historical Reports.

Month-End Procedure: This is the month-end wizard and is only needed by the person who does the month-end. This is also the authority for sending out Owner Statements

Advanced Key Management: Gives Administration access to allow them to set up and control the key area

Modify Rent Repost: The ability to do a rent report for a tenant

Advertising:  This relates to the ability to turn the Publish online button on in the Publish area because once that button is on and the Date available is ticked, the property will auto-advertise. If you have this permission you can send the property up to be advertised. Please note, this is separate from Trade Me.

Ledger/Audit Reports: This is mainly needed by the person who does the Trust Accounting and maybe also the person who does the receipting. Anyone with this setting set to YES will also be able to see any commission % setup against a user from the property screen.

Transactions (Receipt/Charge): Allows the User to process receipt and charge transactions, but not payment transactions. This authority can be given to a reception person to process receipts. Otherwise, the admin person is the only one with this authority.

Document flow access is also under this authority.
Note: Charge reminders can be processed, regardless of this authority setting.

Transactions (Payments): This covers all transactions which involve money leaving Palace. Normally the Trust Accounts person.  This authority also involves being able to access History (Under Transactions)

Bank Accounts: The ability to edit and add bank account details for Owners and Suppliers. Some companies restrict this to admin people, while others allow all Users to enter bank account information.

Correspondence Templates/Custom Views: The ability to edit and add document templates under the Template area. Some companies restrict this to one person, others allow Users to alter the master templates for documents. Also, the ability to set up Custom Views

Delete Diary Entries: It is normally good practice to make it a rule that no one can delete a diary entry. This setting will stop them from being able to delete.

Trade Me Upload - Base Listing Only: Ability to send the advertisement directly to Trade Me through the Property area on the basic listing. You will see extended features but you won't be able to select them.

Trade Me Upload - Extended Features:  This will unlock all the extra features that Trade Me offers, remember there is a cost involved in selecting these features. 

Tenancy Payment Type: This allows the user to change the payment type in the Tenant Edit screen

Inspection Template: This allows the user to change and edit the main Inspection Template. Not an area you want too many people to use, so be very careful here as any changes made will affect all existing inspections

Company Portfolio: This works in with permissions, if you have all permissions set for just the property manager to see their own properties but from time to time they need to see them all, then turn this on to yes. It will put an icon that looks like a human eye at the top of the screen, they can click that on and off to just see their own properties.

User Dashboard Authority: If this is turned on as well as Company Portfolio, then each user can access the  Dashboard Authority drop-down to see other user Dashboard settings. If you are the Principal then this is a must to have turned on.

Administrator: The last toggle that will only appear once the user has set up the login details is Administrator. Once this is turned on this will give the user access to all System Settings, User Settings and Authority Settings for everyone. This should only be turned on for Managers, Principals and people who have the authority to change the System Settings.