Every user in a Managemate Workspace has a role, such as Board Director or Manager. A role works like a template. It sets two things for each new user you add:
Default permissions, which control what the user can see and change
Default notifications, which control what the user is notified about, and how
Set up your roles once, and every new user starts with the right access and notifications for their position. Each condo's Workspace has its own roles, so you can set them up to match how your management team and board work together.
Who can manage roles
Users with permission to create, edit or delete users and roles can add and edit roles. The same permissions let them add, edit and deactivate other users, so give them only to the people who administer your Workspace.
Default permissions
Permissions are set for each section of the Workspace:
Property Profile
Projects and Activities
Documents
Invoices
Vendors
Users and Roles
In each section, you choose which actions the role can take:
View lets the user open the section and see its records. Without View, the section is hidden from them.
Edit lets the user change existing records.
Create lets the user add new records.
Add Docs lets the user link documents to records, in sections where records can have linked documents.
Delete lets the user remove records.
Actions that do not apply to a section are greyed out.
Default notifications
Default notifications set which notifications a new user receives, and on which channels: Email, In-app and Push. They are grouped the same way as the notification settings in your user profile: Notes, Digests, Reminders and Events.
Channels that do not apply to a notification are left out. For example, the Weekly Digest and Portfolio Overview are sent by email only.
Portfolio Overview only applies to users with access to more than one condo.
Some notifications only appear when the related feature is set up for your Workspace.
To learn what each notification does, read Get the Right Amount of Notifications in Managemate.
How defaults are applied
When you add a user, the defaults of the role you select are copied to their account.
Changing a role's defaults only affects users added after the change. Existing users keep their current permissions and notifications.
If you change an existing user's role, their permissions and notifications are reset to the new role's defaults. Any changes made to that user's settings before then are replaced.
Default notifications are a starting point. Each user can change their own notification settings at any time in User Profile > Notifications.
Add or edit a role
Log in to your Managemate account
Go to the Manage Users page from the main menu, or go directly to https://app.managemate.ca/manage_users
Select the Roles tab
Click Add Role to create a new role, or click the edit icon next to an existing role
Under Role Description, enter the Role Name and, if you like, a short Description
Under Default Permissions, turn on the actions the role needs in each section
Under Default Notifications, turn each channel on or off for each notification
Click Save
Adjust one user's settings
You can also change the permissions and notifications of an individual user without changing their role. On the Users tab, click the edit icon next to the user, make your changes under Permissions and Notifications, and click Save.
Users with access to more than one condo cannot be edited from a Workspace. To change their settings, contact [email protected].
Review a role or a user
Click the view icon next to a role or a user to see their permissions and notification settings together in one place.
Every change to a role's or a user's notification settings is recorded in the changelog. Each entry shows the notification that changed, the previous and new channels, who made the change and when. To learn more, read Changelogs Capture and Display Changes Made to Records.
Suggestions for setting up roles
These are starting points rather than rules. The right setup depends on your condo and how your management team and board work together.
Board directors often need to view records rather than change them. Most are well served by the Weekly Digest and financial statement notifications by email, with mentions turned on so they never miss a direct question.
Managers usually need to create and update records in most sections. Most rely on the Daily Digest and the Daily Agenda.
Anyone responsible for several condos benefits from the Portfolio Overview.
Directors who approve invoices should receive Invoice Requests by email, so approvals are not missed.
Users and Roles permissions to create, edit or delete should go only to the people who administer your Workspace.
Summary
A role sets the default permissions and notifications for each new user
Changing a role's defaults only affects users added after the change
Changing a user's role resets their permissions and notifications to the new role's defaults
Each user can change their own notifications at any time
Each condo's Workspace has its own roles, managed from the Roles tab on the Manage Users page
Have a question?
Contact us at +1-647-493-5008 or at [email protected].