1. Introduction
Managing user access is an essential part of administering your account in Portal. This article will guide you through the process of inviting new users, setting their permissions, and removing users when necessary. If you’re part of an organization and need to add multiple users to various properties, click here.
2. Invite new Team Members
You can invite users to join your team in a few simple steps. Here’s how to send an invitation:
Steps:
Log in to your Portal account.
Navigate to the Teams section on the top bar.
Click Add Team Member.
Enter the user's email address.
Assign the role you want the user to have (e.g., General Manager, Team, Housekeeping, Installer).
Click Send Invites.
Notes:
The user will receive an invitation email with a link to set up their account.
Make sure the email address is correct, as it cannot be edited once the invitation is sent.
FAQs
What happens if a user doesn’t accept the invitation?
The user will remain as “not active”. You’ll need to remove the user and add it again.
Can I change a user’s email address after inviting them?
No, once an invitation is sent, the email cannot be changed. You’ll need to cancel the invitation and send a new one to the correct email address.
3. Edit Permissions/Role
When inviting a user or managing an existing user, you can control what they have access to by setting a specific role.
Roles overview:
Owner:
Full access to all parts of the Portal.
Can manage the roles of all team members, including the Owner role.
General Manager:
Full access to all parts of the Portal.
Can manage team members’ roles, except for the Owner role.
Team:
Can view all tabs but cannot modify or edit Spaces, Device Settings, Portal Settings, or connected apps.
Can create and edit keys but cannot manage roles or edit other users’ keys.
Can view other team members’ keys but cannot modify roles.
Housekeeping:
No access to the Portal dashboard.
Can only unlock their assigned keys via the Portal app.
Installer:
Limited access to devices.
Can add or remove devices, Gokiair, and key cards
Steps to change User role:
Go to the Teams section of your account.
Find the user whose role you want to update.
Click on 3-dots (right-side) > Edit Team Member next to the current role.
Select the appropriate role and click Edit Team Member.
Notes:
Different roles may have different access levels depending on your organisation’s needs.
Be cautious when assigning admin-level permissions as they give full control of the account.
4. Remove a Team Member
If a user no longer needs access to your account, you can easily remove them.
Go to the Teams section of your account.
Find the user you want to remove.
Click on 3-dots (right-side) next to current role > Remove Team Member.
Confirm & Remove.
Notes:
Removing a user immediately revokes their access to the system.