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This guide covers creating and managing user accounts, setting up roles and permissions, and using the impersonation feature for support.

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Account types

PropOps has five account types, each with different access levels:
Account typeWhat they can do
StaffFull access subject to role permissions — create jobs, manage branches, run reports
AgentManage jobs within their assigned branch
ContractorView and update jobs assigned to them
TenantView jobs linked to their record
LandlordRead-only view of jobs in their portfolio

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Creating a user account

1

Open the user form

Go to Admin → Users and select Add User.
2

Enter their details

Fill in the user’s full name, email address, and phone number. Select the appropriate account type.
3

Assign a branch

For agents and staff, select the branch they belong to. Contractors, tenants, and landlords are linked to jobs rather than branches.
4

Set their role

Select a role to define what permissions the user has. Roles are configured under Admin → Settings → Roles.
5

Save and send the invitation

Save the account. PropOps sends an onboarding email with an activation link. The user must verify their email address before they can log in.

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Managing roles and permissions

Roles group permissions together so you don’t have to set them individually for each user.

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Viewing available permissions

Go to Admin → Settings → Roles to see the available roles and their permissions. Permissions fall into four categories:
  • API permissions (api.*) — control access to specific API endpoints.
  • Page permissions (page.*) — control which pages and sections are visible.
  • Notification permissions (notifications.*) — control which notifications a role receives.
  • Document permissions (documents.*) — control access to document management features.

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Creating a custom role

  1. Go to Admin → Settings → Roles.
  2. Select Add Role.
  3. Name the role (e.g. “Branch Manager”, “Finance Team”).
  4. Toggle the permissions this role should have.
  5. Save the role.

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Exporting and importing permissions

You can export the full permission configuration for all roles and account types as a JSON file. This is useful for:
  • Backups — snapshot your permission setup before making bulk changes.
  • Environment transfer — copy permission settings from staging to production.
  • Auditing — review the complete permission state offline.
1

Export permissions

Go to Admin → Settings → Permissions and select Export in the toolbar. A JSON file downloads containing every permission toggle for all roles and account types.
2

Import permissions

Select Import in the toolbar and choose a previously exported JSON file. A confirmation dialog shows a summary of the file contents (who exported it, when, and how many permissions are included).
3

Confirm and apply

Select Import in the dialog to apply. The page reloads with the updated permission state.
Importing overwrites existing permission values. Always export a backup first. Roles or account types that exist in the file but not in the database are skipped automatically.

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Assigning a role to a user

Open the user’s profile under Admin → Users, select the new role, and save.

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Email verification

New users receive an activation email when their account is created. They must:
  1. Open the email and select the activation link.
  2. Set their password.
  3. Log in for the first time.
If a user doesn’t receive the email, you can resend it from their profile under Admin → Users → Resend Activation Email.

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Admin impersonation (view-as)

Staff with the appropriate permissions can view PropOps as a specific user — useful for debugging issues or providing support.
1

Open the user's profile

Go to Admin → Users and find the user you want to impersonate.
2

Select View As

Select View As from the user’s actions menu. PropOps switches to their view — you see exactly what they see.
3

Return to your account

A banner at the top of the page shows you are in impersonation mode. Select End Impersonation to return to your own account.
Impersonation is logged in the activity audit trail. All actions taken during impersonation are recorded against your admin account, not the impersonated user.

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Disabling and removing accounts

  • Disable — deactivates the account without deleting it. The user cannot log in but their data and history are preserved.
  • Blacklist — blocks the user and triggers a security notification. Use this for compromised accounts or policy violations.
To disable or blacklist a user, open their profile under Admin → Users and select the appropriate action.