Everyone who works in the building gets their own login. Shared logins destroy the audit trail, which is the thing you will need when something is disputed.
Adding someone
Settings → Users & Team → Team Members. Enter their name, email and role, and they are emailed an invitation to set their own password.
Roles
| Role | What they get |
|---|---|
| Client Admin | Everything, including settings, integrations and billing |
| Staff | Tickets, contacts, bookings, operations, housekeeping and keys |
| Internal Contractor | Tickets, operations and housekeeping |
| Cleaner | Housekeeping, and the tickets assigned to them |
| Contractor | Only the tickets assigned to them |
| Tenant | The tenant portal only — never the dashboard |
Cleaner is worth knowing about: cleaners can be assigned tickets, and see their own. A spillage goes to the person already on that floor instead of waiting for a contractor.
Module access
A role sets sensible defaults, and you can then grant or remove individual modules per person: Tickets, Contacts, Bookings, Operations, Housekeeping, Keys, Finance, Tenancy & Lifecycle, Settings and Integrations.
Use this to give one trusted staff member Finance without making them an admin. If somebody says a module has vanished, this is nearly always why — it is a permission, not a fault.
How many admins you can have
The number of Client Admin accounts is capped by your package: 3 on Starter, 10 on Professional, unlimited on Enterprise. Other roles are not capped.
If an invitation is refused because the cap is reached, either change an existing admin to Staff or move up a tier. Everyone who needs day-to-day access can be Staff — admin is for people who need settings and billing.
Removing someone
Deactivate rather than delete. Their history stays attached to the tickets and tasks they worked on, which is what makes the audit trail worth having. Deactivating ends their access immediately and takes them out of the assignee dropdowns.
Clear their keys first — the key register shows what they hold.