How access works
Who can see which buildings in ALPRO, and how to give, change or remove a Property Manager's access.
How access works
ALPRO shows each person only the buildings and units they work with. This page explains how that is decided, so you can set up your team on day one and keep access correct as people move between portfolios.
The building blocks
| Term | What it is | Example |
|---|---|---|
| Organization | Your management company as a whole | Property Administrator |
| Company | A portfolio of buildings inside your organization, usually one association or management group | Miami Beach |
| Property | A building or community | Ocean Tower A |
| Unit | An apartment or home inside a property | Ocean Tower A · 1204 |
Who sees what
| Role | What they see |
|---|---|
| Super Admin | Every company and property in your account. Sets up companies, properties and users. |
| Property Manager | The properties they were given access to (see below). Can manage day-to-day operations there. |
| Board Member | Only the properties they were assigned to, in read-only mode. |
| Owner | Only the units they own. |
| Tenant | Only the units they rent. |
How a Property Manager gets access
There are two ways. A Property Manager sees a property if either one applies.
Laura sees the three towers and any building added to Miami Beach later; Pedro sees Ocean Tower B only.
1. Through a company (recommended)
Add the Property Manager to a company and they see every property in that company, including properties you add later. This is the best fit when a manager runs a whole portfolio.
2. Through a property assignment
Assign the Property Manager to one specific property. They see that property only. Use it for a manager who covers a single building, or someone helping out for a period of time. An assignment can have an end date; after that date the manager no longer sees the property, and the history is kept.
Example
Your organization has two companies:
- Miami Beach: Ocean Tower A, Ocean Tower B, Ocean Tower C
- Brickell: Brickell One, Brickell Two
| Manager | Set up as | Sees |
|---|---|---|
| Laura | Member of the company Miami Beach | Ocean Tower A, B and C, and any new building added to Miami Beach |
| Pedro | Assigned to Ocean Tower B | Ocean Tower B only |
| Sofía | Assigned to Brickell Two | Brickell Two only |
The primary manager of a property
Each property can name one primary manager: the person responsible for it. ALPRO sends that person the operational notices for the building, such as the monthly charges notice.
- Being the primary manager does not give access by itself. The primary manager is always someone who already has access, through the company or an assignment.
- If you remove a manager's access to a property where they are the primary manager, ALPRO asks you to choose a new one. If you skip it, the field is left empty and notices go to the first active Property Manager in your organization until you choose one.
- When you deactivate a user, they are removed as primary manager from all their properties.
Common tasks
Give a manager a full portfolio. Add them to the company. Do not assign the buildings one by one: new buildings in the company will not reach them that way.
Give a manager one building. Assign them to that property.
Move a manager to another portfolio. Remove them from the old company (or the old assignments) and add them to the new one. If they were the primary manager of any building they no longer reach, choose the new primary manager when ALPRO asks.
Offboard a manager. Deactivate the user. They lose access to everything at once and are removed as primary manager everywhere.
FAQ
A manager can see the building list but cannot upload units for a building. They should be able to: uploads follow the same access rules as the lists. If this happens, contact support.
Can a Board Member edit anything? No. Board Members have read-only access to their assigned properties.
Can Owners or Tenants see other units in their building? No. They only see their own units, including their own maintenance requests.