User Management

What is this?

The User Management module is the control center for managing who can access your Rent Matrix account and what they are allowed to see and do. It consists of two core functions: inviting and managing users (your staff members) and defining roles (sets of permissions that determine user capabilities).

When should I use it?

Use this module when you need to:

• Onboard a new employee and give them access to the software.
• Change an existing employee's responsibilities (for example promotion or role change).
• Restrict access for a user (for example a contractor who only needs limited functions).
• Remove a user who has left your organization.
• Create a custom job role that does not match the pre-defined system roles.

Prerequisites

Before you begin, ensure you have:

• An active Rent Matrix administrator account.
• The email address of the user you want to invite.
• A clear understanding of the tasks and data the new user or role needs to access.

Flow diagram

Step-by-step instructions

Part A: Inviting a New User

1. From the main sidebar, click User Management and select the Users tab.
2. Click Add User, usually near the top of the page.
3. In the pop-up window, enter the user's valid email address.
4. From the Role dropdown, select an existing role (for example Property Manager or Leasing Agent).
5. Click Send Invitation. The user receives an email to complete account setup.

Part B: Creating a Custom Role

1. From the User Management sidebar, click Manage Roles.
2. Click Add Role in the top-right corner.
3. Enter a clear role name (for example Regional Supervisor).
4. In the permissions matrix, select only the actions this role should perform.
5. Click Create Role. The role now appears when inviting or editing a user.

Example scenario

Situation: You hire a Maintenance Coordinator who needs to:

• View all properties and units.
• Create, assign, and update maintenance work orders.
• View tenant contact information for scheduling.
• Not view financial reports or edit lease terms.

Solution in Rent Matrix:

1. Go to User Management > Manage Roles > Add Role.
2. Name the role Maintenance Coordinator.
3. Grant View Properties, View Tenants, Create Work Orders, and Update Work Orders.
4. Leave View Financials and Edit Leases unchecked.
5. Click Create Role.
6. Go to Users > Add User, enter email, select Maintenance Coordinator, and send invitation.

Common mistakes / FAQs

• Mistake: Assigning a broad system role when limited access is enough.
  • Solution: Create a custom role with minimum required permissions.
• Mistake: Entering user details but forgetting to send the invitation.
  • Solution: A user is not active until Send Invitation is completed.
• FAQ: Can I edit a system role like Accountant?
  • Answer: Usually no. System roles are locked. Duplicate or create a custom role instead.
• FAQ: What if a user needs permissions from two roles?
  • Answer: Create one combined custom role with all required permissions.

Pro tips

• Use a clear naming convention for roles.
• Review user and role access quarterly.
• Test new roles with a test user before broad rollout.
• Keep an internal role mapping document for your team.