Portal - Manage your Team Members & Permissions

Overview

Managing team members ensures that the right people have the right level of access in Portal.
This article explains how to invite new users, assign or change roles, and remove users when access is no longer needed.

Before You Start

Before managing team members, make sure:

You are logged in to the correct property or organization
You have permission to manage users
You understand the role differences and access levels

Key Concepts

Team Member: A user who has access to Portal.
Role: Defines what a team member can view or manage.
Invitation: An email sent to a user to create their Portal account.

How to Invite New Team Members

You can invite users to your team directly from the Teams section.

Log in to your Portal account.
Go to Teams from the top navigation bar.
Click Add Team Member button.
Enter the user’s email address.
Select a role for the user.
Click Send Invite.

Notes

The invited user receives an email with a setup link.
The email address cannot be edited after the invite is sent.

How to Manage Roles and Permissions

Roles control what users can access and modify in Portal.

Roles Overview

Owner

Full access to all Portal features
Can manage all roles, including Owner

General Manager

Full access to all Portal features
Can manage team members except the Owner role

Team

Can view all tabs
Cannot edit apps, Portal Settings, or connected apps
Can create and edit keys and Doors
Cannot manage roles or edit other users’ keys

Housekeeping

No access to the Portal dashboard
Can unlock assigned keys only via the Tryportal app

Installer

Limited access to devices
Can add or remove devices, Goki Air, and key cards via the Tryportal app

How to Change a User’s Role

You can update a team member’s role at any time.

Go to Teams.
Find the team member.
Click the three-dot menu next to their role.
Select Edit Team Member.
Choose a new role.
Click Edit Team Member to save.

Notes

Role permissions may vary by organization setup.
Assign high-level roles carefully, as they grant full control.

How to Remove a Team Member

Remove users who no longer need access.

Go to Teams.
Find the team member.
Click the three-dot menu next to their role.
Select Remove Team Member.
Confirm the removal.

Notes

Removing a user immediately revokes their access.
Removed users must be re-invited if access is needed again.

Permissions & Access

Role	Access Level
Owner	Full system access and role management
General Manager	Full access except Owner role control
Team	View access and key management
Housekeeping	Key access only via app
Installer	Device and hardware management

Tips / Best Practices

Review team access regularly
Remove inactive users promptly
Assign the lowest required role
Double-check email addresses before sending invites

Troubleshooting / FAQs

What happens if a user doesn’t accept the invitation?
The user remains inactive. Remove the invitation and send a new one.

Can I change a user’s email after inviting them?
No. You must remove the user and send a new invitation.

Why can’t I edit a role?
You may not have permission to manage that role level.
A staff member has invited the user, but hasn’t taken any action yet.
An invitation email has been sent containing a verification link and a one-time code. The account exists in the system but remains inactive until the user confirms their email. Users in the "Invited" state are displayed with a "Not active yet" badge.

The staff member registered how to log in.
The user has fully completed account setup—email confirmed, name provided, and password set. They can log in (via password or social login), manage their profile, configure two-factor authentication, and access all available features.

Can't the user find the invitation email?

If certain the invitation was sent before but can't find the email now, from the login page, tap on the Activate now button, enter the user email, and get the activation code.