Create and Manage Admin Roles and Permissions

Roles control what each admin user can see and do within the admin portal. When you assign a role to an admin profile, you’re granting them a set of permissions tied to pages, actions, or sensitive data.

Each role defines access to specific sections, feature tabs, configuration tools, or even individual fields within a profile. Admins will only see what they’re allowed to access — including sections, data tables, and actions.

Learn more about granting admin and role access here.

 

Role Basics

Roles are made up of individual permissions that can be enabled or disabled.

• Access to full pages in the Admin Portal (e.g. Applications, Residents, Tasks)
• Visibility of certain features or data points (e.g. view signed documents, sensitive profiles)
• Functional actions (e.g. assign rooms, modify tags, send messages, run auto-assignment)
  
  

Each permission listed below includes a brief description and (when relevant) the associated admin portal path.

 

Create a Role

 

 

Understanding Role Permissions

Role permissions are designed to work together — some unlock full pages of the admin portal, while others control specific tools, data cards, or actions within those pages. In many cases, certain permissions depend on others to function properly. For example, the ability to assign rooms may require both access to Resident profiles and assignment tools.

Because of these relationships, we strongly recommend working directly with the admin user when creating or modifying a role. This ensures they have access to the exact sections of the admin portal they need — and that unnecessary access is removed. A collaborative approach helps clarify what their day-to-day responsibilities include and prevents confusion if a key feature or section is missing when they log in.

 

Administrative

• Access to the Setup area – Grants access to all setup pages (/admin/setup)
  
  
• Manage Staff and Roles – Allows creation/editing of admin profiles and assigning roles (/admin/setup/roles)
  
  
• Manage System Configuration – Allows changes to institution-level configuration (/admin/setup/configuration)
  
  
• Manage Tags and Rulesets – Full access to create/edit tags, tag categories, and rulesets (/admin/setup/tags)
  
  
• Manage Application Forms and Cycles – Allows creation, modification, and archiving of forms and cycles (/admin/setup/forms)
  
  
• Manage Document Templates for signing – Enables configuration of e-signature forms (/admin/setup/signables)
  
  
• Export table contents – Allows export of data from tables such as Profiles, Residents, or Applications
  
  
• Service actions: Impersonate, Audit Logs etc – Access to impersonation, audit logs, and advanced admin utilities
  
  

 

Reporting

• Access to the Reporting tool – Grants access to the Reports section (/admin/reports)
  
  

Integrations

• Access to the Integrations page – Read-only access to integration logs (/admin/setup/integrations)
  
  
• Access to the Integrations Configurations Page – Allows SIS integration configuration access (/admin/setup/integrations/configurations)
  
  
• Manual import of all data types – Enables execution of manual imports (/admin/setup/integrations/manual)
  
  

Profile Access

• Access User Profiles – Grants access to the Profiles data table (/admin/profiles)
  
  
• Modify Profile Details – Allows editing name, email, phone, etc.
  
  
• Merge Duplicate Profiles – Grants access to merge tool
  
  
• Access Sensitive profiles and set Sensitive flag – Allows viewing and labeling profiles as Sensitive
  
  
• Access signed documents – Grants visibility to signed forms and agreements
  
  
• Read Contact Info, Tags, Residencies, Keys, Notes, Documents, Forms – Controls visibility of individual profile tabs or data cards

 

Applications

• Read access to the Applications – Grants access to the Applications page (/admin/applicants)
  
  
• Review and approve Applications – Enables review actions
  
  
• Adjust Application status – Allows manual status changes
  
  
• Send form from Application Review Page – Enables additional form assignment
  
  
• Invite Applicants to a Housing Cycle – Overrides tag-based eligibility
  
  
• Additional granular permissions control access to specific Application tabs like:
  
  
  • Tags, Notes, Bio, Assignments, Signatures, Checklist, Payments
    
    

Residents

• Access to Residents – Grants access to the Residents page (/admin/residents)
  
  
• Read Resident application cycle, room assignments, roommates, e-signatures, etc. – Controls visibility of resident data

 

Resident Assignment

• Manually assign or move Residents – Grants access to bed assignment tools
  
  
• Run Auto-Assignment – Enables use of automated matching
  
  
• Unrestricted manual (re)assignment – Removes system-level assignment restrictions

 

Tasks

• Read Access to Tasks – Grants access to (/admin/tasks)
  
  
• Edit, Add, Delete Tasks – Enables task management
  
  
• Read Access to Sensitive Tasks – Unlocks visibility of sensitive items
  
  
• Configure Task Settings – Grants access to task setup (/admin/setup/tasks)
  
  

Communications

• View Communications – Grants access to the Communications page (/admin/communications)
  
  
• Send Messages – Enables sending direct messages to users
  
  
• Manage Communication Templates – Allows creation and editing of templates (/admin/communications/templates)
  
  
• Send from shared tenant emails – Enables email delivery using institution-provided inboxes (/admin/communications/tenant-emails)
  
  

Inventory

• Access Inventory Pages – Grants access to (/admin/inventory)
  
  
• Manage Inventory Items – Grants ability to edit rooms, floors, buildings
  
  
• Manage Keys, Furniture, Variations – Unlocks advanced inventory tools
  
  
• Read Inventory details (rooms, suites, beds, notes, etc.) – Controls visibility of specific inventory data columns
  
  

Move In / Out

• Check In / Out a Resident – Enables use of check-in and check-out tools
  
  
• Check In / Out Earlier or Later – Allows overrides on standard timing
  
  
• Manage Moving Groups / Move Processes – Grants access to group processing tools
  
  

Roommate Groups

• Kick, Add, Create Roommate Groups – Controls access to roommate grouping tools across (/admin/applications) and (/admin/residents)
  
  

Meal Plans

• View Meal Plans – Allows viewing assigned meal plans
  
  
• Create and Edit Meal Plans – Grants access to meal plan setup (/admin/setup/meal)
  
  

Student Staff

• View Student Staff – Access to the Student Staff portal (/admin/student-staff)
  
  
• Promote / Manage Student Staff – Update roles, responsibilities, and assignments
  
  
• View Staff Interactions and Daily Updates – Unlocks visibility to logs and notes (/admin/student-staff/updates)