Roles & permissions

Your role

You are an Administrator. You can assign every role on this page, including other Administrators.

Your role

You are an Editor. You can do everything an Administrator can, except open the Setup and Admin sections of the menu, where properties, users, roles, permissions and system settings are managed.

Your role

You are a Viewer. You can view and download everything your team has published to you. You can't create reports or dashboards, or send emails. For those, ask an Editor or Administrator.

The three roles at a glance

Can…	Administrator	Editor	Viewer
See the Setup and Admin sections of the menu	Yes	No	No
Create and modify users	Yes	No	No
Assign roles, including Administrator	Yes	No	No
Set system-level settings	Yes	No	No
Create reports and dashboards	Yes	Yes	No
Send scheduled emails	Yes	Yes	No
View and download published reports and dashboards	Yes	Yes	Yes

Administrator

When your company sets up Revolution RE, it designates at least one user with the system role Administrator. The Administrator has the highest level of permissions and can do everything in the system — creating users, creating dashboards and reports, and creating other Administrators.

Only Administrators can:

Create other users, including Administrators, Editors and Viewers
See the Setup and Admin sections of the menu: properties, comps, appearance, users, permissions, integrations, financial imports, insights and goals
Set system-level settings

Editor

An Administrator can create a user with the Editor role. Editors can do everything an Administrator can, except open the Setup and Admin sections of the menu.

Editors can, where Viewers cannot:

Create dashboards and reports
Send scheduled emails

Viewer

An Administrator can create a user with the Viewer role. A Viewer can view and download what has been published to them. They cannot open Setup or Admin, create reports or dashboards, or send emails. Most Viewers are property or regional managers who join after the account is set up.

Viewers can:

Open dashboards, reports and pages an Administrator or Editor has made available
Download reports
Receive scheduled emails that an Editor or Administrator has added them to

Naming

This role is called Viewer throughout the platform and this documentation. Older material occasionally calls it “Member” — it is the same role.

Assigning a role

Ask your administrator

Only an Administrator can assign roles. The steps below describe what they will do — useful to know when you are asking for a change.

An Administrator assigns every role the same way:

Log in as a user with the Administrator role.
Click Admin in the left menu.
Click Manage Users.
Click Add User.
In the Add User modal, select Administrator, Editor or Viewer.

See Admin setup for user creation in bulk, modifying and deleting users, active versus inactive users, and password resets.

Property access

Roles decide what a user can do. Property Access decides which properties they can see. The two are set separately, and by default every user sees every property.

Missing a property?

If a property you expect is not showing, Property Access is the usual cause. Ask your Administrator to check your access rather than assuming the data is missing.

Users

Using the platform / Roles & permissions / Users

Manage users

See everyone in your company, with their role, property access and status, and act on their records.

Heads-up: Manage users is now under Admin in the left menu.

Common questions

Where do I manage users?

In Admin → Manage users. It lists everyone in your company with their email, role, property access, status and last login.

How do I find a user?

Search, then select the user to act on their record.

Who can manage users?

Administrators only.

Example use cases

An Administrator reviews who hasn't logged in recently.
An Administrator checks a new hire's role and property access.

Next: Create a user · Modify a user · Create users in bulk

Using the platform / Roles & permissions / Users

Create a user

Add a user, choose their role and property access, and invite them.

Heads-up: Manage users is now under Admin in the left menu.

Common questions

How do I add a new user?

In Admin → Manage users, select Add user. Enter their first name, last name and email, choose a role and property access, decide whether to send an invite and activate them now, and save.

Which role should I give them?

Viewer to view and download. Editor to build reports and dashboards. Administrator to manage the account.

What if I don't send the invite now?

You'll need to come back later and tick User active.

Why can't the new user see some properties?

Their property access doesn't include them. Check the permission assigned to them.

Example use cases

An Administrator adds a new property manager as a Viewer with access to their property.
An Administrator adds an analyst as an Editor.

Next: Understand the Editor role · Understand the Viewer role · Create a property-permission role

Using the platform / Roles & permissions / Users

Modify a user

Change a user's name, email, role, property access or status.

Heads-up: Manage users is now under Admin in the left menu.

Common questions

How do I change a user's role?

Select the user and the pencil icon. You can change their name, email, role, property access or status.

How do I change which properties a user sees?

Edit their property access and choose a different permission.

Can a user change their own role?

No. Only Administrators can change roles.

Example use cases

A property manager is promoted and needs Editor access.
A manager takes over two more properties and needs access to them.

Next: Manage active and inactive users · Delete a user · Create a property-permission role

Using the platform / Roles & permissions / Users

Delete a user

Delete a user, and know when to deactivate them instead.

Heads-up: Manage users is now under Admin in the left menu.

Common questions

How do I delete a user?

Select the user and the red trash can, then confirm.

Should I delete or deactivate?

Prefer deactivating. The user can no longer log in, but their account and history are kept and they can be reactivated.

Who can delete users?

Administrators, in Admin → Manage users.

Example use cases

An Administrator removes a test account after training.
An Administrator deactivates, rather than deletes, someone who has left.

Next: Manage active and inactive users · Manage users

Using the platform / Roles & permissions / Users

Create users in bulk

Add or update many users at once from a file.

Heads-up: Manage users is now under Admin in the left menu.

Common questions

How do I add many users at once?

On Manage users, select Export to download your current users, or Download template for a blank file. Add the users, then select Import, choose the file, decide whether to email invitations, and import.

Can I update existing users in bulk?

Yes. Export your current users, edit them in the file, and import it.

Do imported users get an invitation?

You decide when you import.

Example use cases

An Administrator onboards 40 site managers at once.
An Administrator updates roles after a reorganisation.

Next: Create a user · Manage users · Create a property-permission role

Using the platform / Roles & permissions / Users

Manage active and inactive users

Deactivate users who leave, reactivate them if they return, and see why an account can't log in.

Heads-up: Manage users is now under Admin in the left menu.

Common questions

What's the difference between active and inactive users?

Inactive users can't log in, but their account and history are kept and they can be reactivated.

How do I deactivate someone who left?

Select the user and untick User active.

Why can't a new user log in?

They may not be active yet. If they weren't activated when they were created, tick User active.

Example use cases

An Administrator deactivates a leasing agent who has left.
A seasonal user is reactivated for year-end reporting.

Next: Modify a user · Delete a user

Using the platform / Roles & permissions / Users

Reset a user password as an admin

Help a user who can't get in by re-sending their invite.

Heads-up: Manage users is now under Admin in the left menu.

Common questions

How do I reset a user's password?

Select the user and the envelope icon to re-send their invite, which lets them set a new password.

Can users reset their own password?

Yes, with Forgot your password? on the sign-in page.

The reset email didn't arrive. What now?

Ask the user to check their spam or junk folder, then re-send if it isn't there.

Example use cases

An Administrator helps a manager who is locked out before a meeting.
A new user's invite expired and needs re-sending.

Next: Reset your password · Manage users

Using the platform / Roles & permissions / Users

Reset your password

Reset your own password from the sign-in page.

Heads-up: Users now reset their own password from the sign-in page, so the screens may differ slightly.

Common questions

I forgot my password. What do I do?

Select Forgot your password? on the sign-in page and follow the email.

The reset email didn't arrive.

Check your spam or junk folder. If it isn't there, request another reset, or email support@revolutionre.com.

Do I need my Administrator to reset it?

No. You can reset your own password.

Example use cases

A property manager is locked out on a Monday morning.
A new user sets a password after their first sign-in.

Next: Reset a user password as an admin · Your first day

Roles

Using the platform / Roles & permissions / Roles

Understand the Editor role

See what Editors can do, and what needs an Administrator.

Heads-up: Role definitions have changed since this guide was recorded: Editors can do everything except open Setup and Admin, and Viewers can't send emails.

Common questions

What can an Editor do?

Everything an Administrator can, except open the Setup and Admin sections of the menu.

Can Editors send scheduled emails?

Yes.

Can Editors add users or change property access?

No. Those are in Admin, which only Administrators can open.

Can Editors share portfolios?

No. Only Administrators can share a property group.

Example use cases

An analyst gets Editor access to build the team's dashboards.
An asset manager checks what they can do without asking an Administrator.

Next: Understand the Viewer role · Create a user · Create a dashboard

Using the platform / Roles & permissions / Roles

Understand the Viewer role

See what Viewers can do: view and download what's shared with them.

Heads-up: Role definitions have changed since this guide was recorded: Editors can do everything except open Setup and Admin, and Viewers can't send emails.

Common questions

What can a Viewer do?

View and download the reports and dashboards published to them, and receive scheduled emails.

Can Viewers send emails?

No. Ask an Editor or Administrator to add you to a scheduled email.

Is a Member the same as a Viewer?

Yes. Older material sometimes says Member.

Why can't I see a property?

Your property access doesn't include it. Ask your Administrator.

Example use cases

A property manager joins as a Viewer to see their property's dashboards.
A regional manager asks why they can't schedule an email.

Next: Understand the Editor role · Reset your password · Browse the report library

Permissions

Using the platform / Roles & permissions / Permissions

Create a property-permission role

Create a permission that sets which properties people can see.

Heads-up: This screen is now Admin → Manage permissions (it used to be called Manage Property Access).

Common questions

How do I control which properties a user sees?

Go to Admin → Manage permissions and add a permission. Name it, choose None, All properties, a hand-picked list or a filter on a property attribute, save, and assign it to users.

What does a new user see by default?

Every property.

Can one permission fit every property manager?

Yes. Filter on the Contact's email attribute and match it to the User email, then enter each manager's email against their properties.

Can a permission allow MCP access?

Yes. Edit the permission and tick Allow MCP access.

Example use cases

An Administrator limits each regional manager to their region.
An Administrator gives a third-party manager access to only the properties it runs.

Next: Manage report permissions · Manage dashboard permissions · Create a user

Using the platform / Roles & permissions / Permissions

Manage report permissions

Limit a report to the people who should see it.

Heads-up: Permissions used to be called Property Access. Access restrictions are now set in the report's Settings.

Common questions

How do I restrict a report to certain people?

In the report's Settings, set Access restriction to a permission.

Who creates the permissions?

Administrators, in Admin → Manage permissions.

Why can't a colleague see my report?

It has an access restriction that their permission doesn't match.

Example use cases

An asset manager keeps an investor report to the asset management team.
Finance restricts payroll-sensitive reports.

Next: Configure report settings · Create a property-permission role · Manage dashboard permissions

Using the platform / Roles & permissions / Permissions

Manage dashboard permissions

Limit a dashboard to the people who should see it.

Heads-up: Permissions used to be called Property Access. Access restrictions are now set in the dashboard's settings.

Common questions

How do I keep a dashboard private?

Dashboards are shared across your company. To limit one, an Administrator creates a permission, and an Editor or Administrator sets it as the dashboard's access restriction.

Where do I set the access restriction?

In the Add dashboard modal when you create it.

Who creates the permissions?

Administrators, in Admin → Manage permissions.

Example use cases

An asset manager keeps an acquisitions dashboard to the deal team.
An Administrator hides a work-in-progress dashboard from site teams.

Next: Manage report permissions · Create a dashboard · Create a property-permission role