Inviting Team Members

Overview

HOAMS supports multiple users with different permission levels. Invite team members to collaborate on property management tasks while controlling what they can access.

User Roles in HOAMS

Owner

Full access to everything. The account creator is automatically the owner. Can manage all settings, users, clients, and data.

Admin

Nearly full access. Can manage properties, tenants, payments, and maintenance. Cannot modify system settings or user roles.

Property Manager

Focused on day-to-day operations. Can manage properties, tenants, and maintenance tickets. Has read-only access to financial data.

Accountant

Financial access only. Can view and manage payments, expenses, reports, and accounting features. Cannot modify properties or create maintenance tickets.

Maintenance Coordinator

Maintenance focused. Can create, assign, and manage maintenance tickets and vendors. Limited access to other areas.

Board Member

Read-only access to most areas. Can view properties, financials, and reports but cannot make changes.

Read Only

View-only access to basic information. Cannot modify any data.

How to Invite a User

1. Navigate to User Management

From the sidebar, click Settings → User Management.

2. Click "Invite User"

Click the "Invite User" button in the top right.

3. Enter User Information

• Email Address: The user's email (they'll use this to log in)
• Role: Select the appropriate role from the dropdown

4. Configure Permissions (Optional)

For custom access, toggle individual permissions:

• Create/manage clients
• Create/manage properties
• View/manage accounting
• Create/manage work orders
• View/manage documents
• Manage residents
• System settings

5. Restrict Client Access (Optional)

If you manage multiple clients and want to limit this user to specific ones:

• Select specific clients from the list
• Leave empty to grant access to all clients

6. Send Invitation

Click "Send Invitation". The user will receive an email with instructions to create their account and log in.

Managing Existing Users

Edit User Permissions

1. Go to User Management
2. Find the user in the list
3. Click the edit icon
4. Modify role or permissions
5. Click "Update User"

Deactivate a User

1. Go to User Management
2. Find the user
3. Click "Deactivate"
4. Confirm the action

Deactivated users cannot log in but their historical data remains in the system.

Best Practices

• Use specific roles: Don't give everyone admin access
• Review regularly: Audit user access quarterly
• Deactivate promptly: Remove access when team members leave
• Client restrictions: Use client access limits for large portfolios
• Document decisions: Keep notes on why certain permissions were granted

Security Tips

• Never share login credentials
• Create individual accounts for each user
• Use strong passwords
• Enable two-factor authentication when available
• Monitor the activity log for suspicious actions

Troubleshooting

User didn't receive invitation? Check spam folder. Resend from User Management page.

User can't access certain features? Verify their role and permissions match their needs.

How many users can I add? User limits depend on your subscription plan.