Users, roles and permissions

A login has a role, which sets the ceiling, and a group, which says page by page what it may see and what it may change. Residents and trades are not panel logins: residents sign in to the portal by text code, trades scan a QR.

Organisations

An organisation is the landlord. It owns its buildings, its logins and its groups, and nothing crosses from one to another. 2plus1's own super admin can switch between them to help; everybody else lives in one.

The options an organisation has switched on — letting management, issue management, the status board — come first: a page an organisation does not have cannot be granted to anybody, does not appear in the group editor, and is not in anyone's menu. See Settings.

The roles

Owner

Everything within their organisation, and sees every building in it. Only an owner creates buildings, edits groups, adds other logins, changes the building settings and sees Billing. The first owner is made from the command line (doorcom create-owner).

Manager

Covers the buildings they are put on, and switches between those from the sidebar. What they can do inside them is whatever their group allows — usually the lot except billing and the organisation's own settings.

Employee

The cleaner, the caretaker, the concierge: jobs, issues and the status board for their buildings and nothing else. They never get residents' contact details, users, settings, billing or the buildings themselves, whatever anyone ticks. See Staff logins.

Groups: tick what they may do

A group is a list of pages with two ticks each: view and change. An unticked page is not in the menu for those logins and is refused if it is typed into the address bar. Some pages have only one tick, because there is nothing to change on them (the dashboard, the logs, Billing) or because having them at all means changing (an action page).

Every organisation starts with three built-in groups — Owner, Manager and Employee — and you can add your own from Users, Groups: a Concierge who sees the issues and runs the board, an Accountant who sees the money. A login is then put in a group.

Each group is based on a role, and that role is a ceiling rather than a starting point: whatever is ticked, the ceiling wins. An Employee-based group asked for residents simply does not get them, and a Manager-based group can never be given Billing. The boxes above the ceiling are greyed out in the editor so it is obvious why.

The base role also decides who can be put in the group: an employee login can only go in a group based on Employee.

An accountant

Picking Accountant (money and reports) when you create a group makes a ready-made one, based on Manager: Money to change — invoices, the payments against them, deposits from taken to returned — with the reports, the tenancies and the properties to read, and nothing else. No residents' contact details, no doors, no issues, and nothing that changes an agreement. Put the login on the buildings it covers as you would any other manager.

Money is its own page in the tree, separate from Tenancies, which is what makes that possible: the bookkeeper who chases the rent and records what arrives does not thereby get to start or end a tenancy. Groups from before this existed keep what they had — anything that could change tenancies keeps the money with it — and an owner can narrow it afterwards.

Bank accounts stay with the owner. Which account a building's rent is routed to is under Settings, Payments, and only an owner can see or change it; see Money and payment accounts.

An accountant may not need a login at all. The monthly report can be emailed to them on a schedule, and both Money and the reports export CSV, which is often all a quarterly bookkeeper wants: see Reports.

The Users page

• Add a login: username, password (at least eight characters), role, group, and the buildings it covers. Name, email and mobile are optional but worth filling in: they are where issue alerts go, and the name signs your replies to residents.
• Reset password on a row: owners for anyone in the organisation, managers for their building's managers and staff, everyone for themselves.
• Delete: the same rule; you cannot delete your own login.
• Your details (POST /users/me): your own name, email and mobile.

Managers and owners are told about new reports by email, and by text when the report is urgent, so an email address and a mobile on your own row are worth having. Telegram alerts for panel logins are not linkable from the panel in this version.

Sessions

A panel login lasts 180 days and renews itself with use, so a manager on a phone types a password a couple of times a year. Logging out, or a password reset, ends the session. Resident sessions last a year; trade sessions five years. Two-factor authentication is under your own details.