Brief: Company Admins and Community Managers only will have access to assigning roles. To access roles, navigate to Settings at the top of your screen and click on "User Roles Administration". Then, you can assign roles on a company or community-level.
What are administrative roles?
User roles are a set of abilities that are added to users to dictate what they are able to do within Pilera. It is important to assign roles once your company has been set up in Pilera and after bringing in any new communities to your Pilera experience. A user can be assigned more than one role.
Company versus Community-level roles
There are two different categories of roles in Pilera: Company-Level role and the Community-Level role. The Company-Level role applies to all communities the manager is in, while Community-Level roles only apply to the community that the manager was assigned the role in. Community-Level roles must be assigned to the manager in each community they are in.
Important note:
Prior to assigning a manager the appropriate roles, make sure that they are in the communities they need to manage. Simply navigate to the manager's user profile and click on "Adjust Communities". Then, check all the communities that apply and click "Update". It's important to note that if a specific community is not selected for the manager, they will not be able to manage that community.
Roles Table:
| Role Name | Description | Scope | Email Notification | Permissions |
|---|---|---|---|---|
| Company Administrator | Assigns roles for the entire company and will receive emails as a fall-back. | Company | Only if no community manager is assigned.* | All-powerful for the entire portfolio and can assign other Company Admins and all other roles. |
| Vendor Administrator | Handles vendor settings and management. | Company | Monthly vendor export report (Expiring COI's). | Can manage vendor information throughout the portfolio. |
| Company File Library Admin | Handles the settings and management. | Company | None | Can manage the file library for the entire portfolio. |
| Template Admin | Handles template settings. | Company | None | Can manage templates for the entire portfolio. |
| Community Manager | Day-to-day administrator of a given community the individual manages. | Community | Registration requests (if there is no Company Admin), Work orders and marketplace postings. | An all-powerful role for any community they are assigned to handle and can assign managers to other community-specific roles described below. |
| Community Admin | Assists with administrative tasks within a community. This is the default setting when a manager is added to Pilera. | Community | No automated notifications. However, they can choose to set up work order email notifications for themselves. | Manage occupant listing, knowledge base, community contacts, and view resident balances.** |
| Community File Library Manager | Day-to-day administrator of the file library for a given community they manage. | Community | None | Everything the Community Admin has access to plus the ability to manage files for the community they are assigned to. |
| Community Contact | This individual's name will be shown under the Contact tab within the Resident UI within a given community the individual manages. | Community | Resident messages from the Contact tab. | Everything the Community Admin has access to plus email notifications form the resident portal Contact tab. |
| Task Admin | Create and manage tasks in the communities where they are assigned this role. | Community-Level | If the ticket is assigned to a task manager, they will receive an email notification upon ticket assignment. They will also receive an email if the ticket updater chooses to notify Task Managers. | Create and manage tasks for the community. |
| Message Admin | Send messages to communities where they are assigned this role. | Community-Level | None. | This allows them to send announcements, messages, and documents to the community. |
| Send Announcement Monitor | Receive emails sent through the “Announcement” functionality for the community. | Community-Level | Receive all announcements sent to the community as long as their email preference is turned on. Note: They will not receive phone or text messages. | This allows them to receive Send Announcement emails sent to the community. |
| Send Message Monitor | Receive emails sent through the “Send Message” functionality for the community. | Community-Level | Receive all “Send Message” emails sent to the community as long as their email preference is turned on. Note: They will not receive phone or text messages. | This allows them to receive Send Message emails sent to the community. |
| Send Document Monitor | Receive emails sent through the “Send Document” functionality for the community. | Community-Level | Receive all “Send Document” emails sent to the community as long as their email preference is turned on. Note: They will not receive phone or text messages. | This allows them to receive Send Document emails sent to the community. |
| Architecture Change Request Committee Member | A community ACR Committee Member | Community-Level | Committee Members will receive an email notification upon ticket assignment. | This allows them to be assigned ACR's to accept or reject a request. |
*If no Community Manager has been assigned for a company, the Company Admin by default will receive all email notifications.
**As we add more capabilities and roles to the system, Community Admins will eventually lose their capabilities. Managers will need to assign community admins with additional specific roles based on the job functions they need to perform (see tip below).
Tips:
Managers and staff can be assigned more than one role in Pilera. For example, Sally handles the vendor contracts in your company and needs to be able to record and track vendor information for all the communities. You can assign her the Community Admin role (default for "Manager" in the user profile) for the few communities that she needs to perform administrative tasks for along with the Vendor Admin role.
Conclusion:
User administration roles is an essential part of your Pilera portal experience. It provides managers with the flexibility of providing or restricting access to certain functionality in Pilera to their staff members.