Inviting team members and setting roles

South PropMan supports an unlimited number of team seats — there is no per-seat licence fee. What matters is that each colleague gets the right role and the right property scope.

Step 1 — add the team member

1. Settings → Team → + Invite member.
2. Enter their name, email and pick a role (see below).
3. Optionally restrict their access to specific properties (property scoping).
4. Save. The member is added to your team list with status Pending.

v1.0 note: South PropMan does not currently dispatch the invite email automatically. After saving the row, share the South PropMan sign-up URL with the colleague over your existing channel (Slack, WhatsApp, email). When they sign up with the same email address you typed in, the system links them to the pending team-member record and flips their status to Active. Automated invitation emails are on the post-1.0 roadmap.

Roles

The product ships with five built-in roles:

• Owner — full administrative control of the workspace. Limit this to one or two people.
• Manager — full property operations: leases, invoicing, payouts, reports. No billing or team-management access.
• Bookkeeper — full ledger access, can post journals and run reports, but cannot edit leases or tenants.
• Operator — day-to-day tenant ops: send statements, log issues, upload POPs, no financial controls.
• Viewer — read-only across the scope they’re assigned to. Useful for owners or auditors.

Property scoping

By default a team member sees every property in the workspace. To restrict:

1. Open the member in Settings → Team.
2. Toggle Property scope on.
3. Tick the properties they should see.

Property scoping is enforced at the database layer (row-level security), not just in the UI — meaning even API or CSV-export calls cannot leak data outside their scope.

When someone leaves

1. Settings → Team → [member] → Revoke access.
2. Their session is killed within 60 seconds.
3. Their audit-log entries remain (so historic actions stay attributable).
4. Optionally re-assign their open work-orders or owner-statement reviews to another team member from the same screen.

Common mistakes

• Giving everyone the Owner role “to keep things simple”. This is how leases get accidentally deleted at month-end. Use the least-privilege role each person actually needs.
• Forgetting to scope external bookkeepers. A scoped Bookkeeper sees only the books they’re meant to. An unscoped Bookkeeper sees everything.
• Using a shared login. Don’t — every action gets attributed to the wrong person and your audit log becomes useless.