Team and roles
PMFriend has three roles, each with appropriate permissions.
The three roles
Agency Admin
Full control. Can:
- Invite + remove team members
- Change agency settings (name, logo, default approval thresholds)
- See and edit everything every PM in the agency can
- Access settings + audit log
Typical fit: principal, ops director, agency owner. You'll usually have 1–2 agency admins.
Property Manager
Day-to-day operations. Can:
- See all properties + tenants + owners + contractors
- Create + triage maintenance requests
- Dispatch contractors
- Draft + send owner digests, notices, inspection reports, case packs
- Import data
- Cannot change agency-level settings or invite new team members
Typical fit: any PM doing daily property work. Most of your team is this role.
Read-only
View-only access. Can:
- See dashboards, properties, maintenance, compliance, owners
- Cannot create, edit, dispatch, send, or change anything
Typical fit: junior staff during onboarding, an external accountant who needs a window into operations, a board member or investor wanting visibility. Use sparingly — the read-only role is friction-y for anyone who needs to do work.
Inviting a team member
Go to Settings → Team → + Invite member.
Enter their email + pick a role + click Send invite. They get an email with a unique acceptance link, valid for 7 days. They click, set a password, and they're in.
Invites are scoped per-agency — accepting an invite from your agency joins your agency, not anyone else's.
What everyone in the agency can see
Within the agency, all team members see all properties + tenants + owners + contractors. There's no per-property permissioning today — that's by design for small-to-medium AU agencies where everyone covers for each other.
If you have a large agency where Jane shouldn't see Bob's portfolio, that's a feature on our roadmap (per-PM portfolio assignment) but isn't live today.
What no one in the agency can see
Other agencies' data. Ever. Each agency is fully isolated at the
database level — your Sandbox Agency and a competitor's
Smith Real Estate literally cannot see each other's rows even if
they tried.
Removing access
If a PM leaves your agency, an admin goes to Settings → Team → [name] → Deactivate. They lose access immediately. Their historical actions are kept (so the audit log still shows who did what) but they can no longer log in or be invited back unless reactivated.
Notification preferences
Each user has personal notification settings:
- Per-user "Assigned to me" feed — only events the user owns
- Per-agency "All in agency" feed — everything
- Read state per-user — Sarah marking a notification as read doesn't affect Bob's feed of the same notification
Each user can also choose which categories they want notified about: new maintenance reports, SLA breaches, compliance overdue, etc.