Users and access

The Users and access section under Settings is where you manage everyone who can sign in to your PropLink organisation.

Add a user

Covered in Invite your team. To add:

1. Open Settings → Users and access → Invite user.
2. Enter their email, name, role and access scope.
3. Send the invitation.

Roles

PropLink ships with built-in roles: Organisation Owner, Administrator, Manager, Accountant, Site Manager, Maintenance Coordinator, Read Only. Each is a bundle of permissions.

You can create custom roles under Settings → Roles → Add role. For each permission in the platform, decide whether the role grants it.

See Roles, permissions and scoping for the underlying model.

Access scope

Independent of role, a user's scope decides which sites they can see:

• All sites — they see everything in the organisation.
• Selected sites — explicit list.
• By estate — every site under one or more estates.

Change a user's scope under Settings → Users → user → Access scope.

Pending invitations

Invitations expire after 14 days. Open Pending invitations to resend or revoke. The user can accept any active invitation.

Deactivate a user

When someone leaves:

1. Open the user.
2. Click Deactivate.
3. Pick a successor for their open tickets and assignments.
4. Confirm.

The user is signed out everywhere immediately. Their account record is kept for audit history. You can reactivate later if needed.

User audit log

Every change to a user — role, scope, password reset, activation, deactivation — is logged with the actor and time. Open Settings → Audit logs → Users to see the trail.

Bulk user import

For large onboardings, import users from CSV:

1. Open Settings → Users → Import.
2. Download the template.
3. Fill in the rows: email, first name, last name, role, scope.
4. Upload.
5. PropLink validates and previews. Confirm.
6. Each new user receives their invitation email.

Single sign-on

SSO with Microsoft Entra ID and Google Workspace is on the roadmap. Most customers use email-and-password with OTP today.