Everything that configures your company's account lives in the Setup and Admin sections of the left menu. Work through it in roughly this order when you first set up; come back to individual sections as your team and portfolio change.
Only Administrators can see the Setup and Admin sections of the menu. This page describes what they can change for you, so you know what to ask for.
Appearance settings
Add your logo
- Go to Admin → Appearance settings.
- Under Logo, select Choose file and upload your logo — or use your website's icon instead.
- Select Save.
Set chart colors
- In Appearance settings, go to Colors.
- Select a color's hex value and enter your own. Use + Add color to add one, or X to remove one.
- Check the pie chart preview, then select Save.
Under NavBar theme you can also switch the navigation bar between Light and Dark.
Global settings
Set the start of your fiscal year and the start of your reporting week, then select Save.
Every fiscal-year figure, for every user, follows this setting. Confirm it with your finance team before you change it.
Managing users
Admin → Manage users lists everyone in your company with their email, role, property access, status and last login. Search to find a user; select a user to act on their record.
Add a user
- Select Add user.
- Enter their first name, last name and email.
- Choose a role: Administrator, Editor or Viewer. See Roles & permissions.
- Choose their property access (see permissions below).
- Decide whether to email an invite and activate them now. If not, you'll need to return later and tick User active.
- Select Save.
Adding users in bulk
- On Manage users, select Export to download your current users, or Download template for a blank file.
- Add or edit users in the file.
- Select Import, choose the file, decide whether to email invitations, and import.
Editing, deactivating and deleting users
- Edit — select the user and the pencil icon to change their name, email, role, property access or status.
- Deactivate — untick User active. They can no longer log in, but their account and history are kept and they can be reactivated.
- Delete — select the red trash can and confirm. Prefer deactivating unless you are sure.
Password resets
Select a user and the envelope icon to re-send their invite, which lets them set a new password. Users can also reset their own from the login page with Forgot your password?
Managing permissions
A permission defines a set of properties. Assign one to a user to control which properties they see; set one as a report's or dashboard's access restriction to control who can open it. (Older guides call this property access.)
Create a permission
- Go to Admin → Manage permissions and add a new one.
- Give it a name.
- Choose None, All properties, a hand-picked list, or a filter on a property attribute.
- Select Save.
One permission that fits every manager
Rather than one permission per property manager, create a single permission that matches each user to their own properties: filter on the Contact's email attribute and match it to the User email. Then enter each manager's email in the Contact's email column of the property table. Each manager sees exactly the properties they are listed against.
Turning on MCP access
MCP access lets users query Revolution RE from Claude or ChatGPT. It is switched on per permission:
- Go to Admin → Manage permissions.
- Select the permission and choose Edit.
- Tick Allow MCP access and select Save.
Everyone with that permission can now query, from Claude or ChatGPT, the properties they are already allowed to see — and nothing more.
Each user then connects their own Claude or ChatGPT account, signing in with their Revolution RE login. Their property access and permissions carry through unchanged, so they can only reach the properties they can view in Revolution RE. See Connecting Claude and Connecting ChatGPT.
Managing properties
Setup → Manage properties holds the property table — every property and its attributes. Attributes drive portfolio filters, permissions and email groups.
- From your PMS, refreshed nightly: name, code, address, city, state, zip, latitude and longitude, country, region, PMS.
- Entered by you: Own/Comp, alias, and any columns you add.
Add an attribute column
- Select Edit columns, then Add column.
- Name it and choose its type: text, number, date, year, yes/no, percentage or dollar.
- Select Save, and Save again to close. Fill in the column for each property.
For example, add a yes/no column Allows pets, tick it for the right properties, and anyone can filter the portfolio to pet-friendly properties.
Columns that come from your PMS are overwritten every night. Edit them in your PMS, not here.
Onboarding and offboarding a property
When a property joins your portfolio:
- Let it arrive. Properties in your PMS appear after the nightly sync. For one that isn’t in your PMS, see Adding a property by hand.
- Set its attributes, such as management company, own or comp, and the date it joined your portfolio.
- Check its portfolios. Dynamic portfolios pick it up from its attributes; add it to static portfolios by hand. See Saving a portfolio.
- Check who can see it. Permissions that select properties by attribute include it automatically. Add it to any permission that lists properties one by one. See Managing permissions.
- Map its financials. If it brings GL codes your account tree doesn’t have yet, add them. See Updating an account tree.
- Check its first night of data on its property dashboards.
When a property is sold, set an inactive date rather than hiding it, so its history stays and past reports don’t change. See below.
Adding a property by hand
Select add property and enter the property type, unit count, name, street address, city, state and zip code, then save.
A property was sold: set an inactive date, don't hide it
| Action | Use when | Effect |
|---|---|---|
| Set an inactive date | The property is sold or transferred | Its history stays in the platform, so same-store comparisons and past reports stay correct |
| Hide | You never want to see the property in the system again | It disappears from the active view; restore it from the Hidden view |
Importing and exporting
Select properties and use import or export to update attributes in bulk. Search, or filter any column by selecting its header. Property codes, used in restricted embeds, are in the Code column.
Property photos
Select the thumbnail in a property's first column and upload an image. Photos then appear on the Properties dashboard and can be added to any dashboard with an Image card set to Display property image if available.
Keeping the table current by email
Attributes that live in another system — a CRM, say — can be kept current by emailing an Excel or CSV export on a schedule. Contact support to set up the mapping. Once set, it updates on every file, as long as the file's columns don't change; if a column moves or changes meaning, the mapping needs updating.
Managing integrations
For companies that hold their own PMS integration, Admin → Manage integrations is where integrations are added, edited and suspended, financial accounts are mapped, account trees are maintained, system emails are generated, and sync and compute history are kept. Budgets, pro formas and other financials are uploaded here too.
Custom insights
An insight is a base data point used in reports. In Admin → Manage insights you can add your own:
| Type | What it is | You set |
|---|---|---|
| Derived | A calculation from existing insights | ID (no spaces), name, description, format, and a definition: goal, add, subtract, multiply, divide, delta or constant, plus the data points |
| Manual | A figure you provide yourself | ID, name, description, value type, dimension (none, by bedrooms, by unit type) and grain (daily or monthly) |
Upload data for a manual insight
- Go to Admin → Insight data and select Add data.
- Select Generate sample input file, choose the properties, find your insight with the filter, and set how many days or months to cover.
- Download the template, fill it in, and drag it back in under Add data.
Custom insights appear under Datum → Custom when adding a report column.
To bring in data from an entirely separate system — marketing spend, say — ask support about ad hoc insights. Our team maps your report once, and each scheduled file updates the insight automatically.
Insight data
Admin → Insight data lists every insight in the system. From here you can add historic or custom data, download your daily insights, drill into any property or the portfolio, and go back in time to see earlier values.