Roles

OurOMC uses role-based access control. Every user is assigned a role that determines which pages, records and actions they can access. Each OMC is created with a standard set of roles; you can customise privileges on any role or add new ones to suit your team’s structure.

OMC Default Roles

Each OMC is created with the following default roles. Privileges on any role can be adjusted independently — changes to one role do not affect any other.

Role	Default permissions
Resident	View posts, documents and ballots shared with residents; submit and track own service requests
Owner	All permissions of Resident role, plus view own unit, budget, schedules and budget codes; access member-only channels
Owner Occupier	All permissions of Owner role. The distinction from Owner is that the system does not prompt for a separate contact address as the owner is assumed to live in the unit
Letting Agent	All permissions of Owner role, but service charges are still addressed to the owner. The letting agent receives email copies of charges rather than being the named debtor
Director	All permissions of Owner role, plus create and edit posts and documents; read-only view of contacts, all financials and debtors/creditors; manage ballots; approve purchase invoices
Accountant	All permissions of Director role, plus create journals; open and close accounting periods; run cycle workflows (e.g. year-end). Cannot access service requests or actions
Agent (in OMC)	Full operational access within the OMC: complete accounts (read/write), budgeting, service requests, contacts, units, imports, templates, bank reconciliation and billing workflows
Admin	Unrestricted access to everything

Note

Keyholder is a contact role used to record who holds a key to a unit. Keyholders cannot log in to the system and have no access privileges.

Agency Default Roles

An agency (property management firm) has its own separate team and role set used when staff are working at the agency level rather than inside a specific OMC.

Role	Key access
Admin	Full access to agency data and all linked OMCs
Property Manager	Agency dashboard, manage OMCs, documents, posts, service requests, contacts, units, suppliers, templates; read-only cycles
Accounts Manager	Same as Property Manager
Maintenance Manager	Service requests, actions, suppliers; no financials

Agent Access — Automatic Role Mapping

When an agency creates a new OMC, the system automatically sets up two role mappings between the agency and the OMC:

Agency role	→	OMC role
Admin	→	Admin
Property Manager	→	Agent

When an agency staff member navigates into an OMC, the system looks up their agency role and grants them the corresponding OMC role automatically — no manual invitation is needed. The Agent role inside an OMC gives full operational access equivalent to an in-house administrator, but scoped to that OMC only.

List View

table_rows Show Columns

Column	Type	Description
Name	text	The name of this role as displayed throughout the system.
Administration Rights	boolean	When enabled, this role has full administration rights to manage the OMC's settings and data.
Use Default Privileges	boolean	When enabled, this role uses the default access privileges specified for the global role. i.e. the role has not been customised. To customise the role, you will need to turn this flag off as well as setting the default privileges. If you want a role to revert to the default privileges, you can simple turn this flag back on.
Unit Related	boolean	Whether this role is associated with a specific unit — Owner and Resident roles are unit-linked, while Director is not.
Global Role	picklist	Maps this OMC-level role to a global system role, this controls the default privileges that will be assigned to this role if default privileges is set to true. This field cannot be changed.
Notes	longText	Additional notes about this role and its intended use.

Detail View

table_rows Show Fields

Field	Type	Description
Name	text	The name of this role as displayed throughout the system.
Administration Rights	boolean	When enabled, this role has full administration rights to manage the OMC's settings and data.
Use Default Privileges	boolean	When enabled, this role uses the default access privileges specified for the global role. i.e. the role has not been customised. To customise the role, you will need to turn this flag off as well as setting the default privileges. If you want a role to revert to the default privileges, you can simple turn this flag back on.
Unit Related	boolean	Whether this role is associated with a specific unit — Owner and Resident roles are unit-linked, while Director is not.
Global Role	picklist	Maps this OMC-level role to a global system role, this controls the default privileges that will be assigned to this role if default privileges is set to true. This field cannot be changed.
Notes	longText	Additional notes about this role and its intended use.
Forums	grid	This is a readonly list of the channels this role has access to, and the privileges that the role has within those channels.
Forum	link	The channel these permissions apply to.
View	boolean	Whether this role can view content in this channel.
Notified	boolean	Whether this role receives notifications for new content.
Create New	boolean	Whether this role can create new content in this channel.
Add Comments	boolean	Whether this role can add comments.
Vote	boolean	Whether this role can vote in ballots.
Edit Existing	boolean	Whether this role can edit existing content.
Permissions	grid	Fine-grained data access permissions — controls what data records can be viewed, created, edited or deleted.
Name	text	The data object or feature this permission applies to.
View Items	boolean	Whether this role can view the list of items.
View Items Details	boolean	Whether this role can view individual item details.
Create New	boolean	Whether this role can create new items.
Edit Existing	boolean	Whether this role can edit existing items.
Delete	boolean	Whether this role can delete items.
Notes	longText	Notes about this permission setting.
Workflows	grid	Workflow action permissions — controls which status transitions and actions this role can trigger.
Workflow	text	The workflow this permission applies to.
Action	text	The specific action within the workflow.
Description	text	A description of what this action does.
Permitted	boolean	Whether this role is permitted to trigger this action.

Examples

Creating a Role

When the default roles do not match your team’s structure, add a new role and define exactly which pages and actions it can access.

format_list_numberedSteps(5)

1. 1Click [Settings / Roles] on the main menu
2. 2Click on the new button
3. 3Enter a name for the new role
4. 4Add a note describing what this role is for
5. 5Click on the save button

Setting Permissions

After creating or selecting a role, use the permissions grid to control access at the page and action level — granting or restricting capabilities without affecting any other role.

format_list_numberedSteps(9)

1. 1Click [Settings / Roles] on the main menu
2. 2Click row where [name] is [Caretaker]
3. 3Switch to the Permissions tab to configure what this role can access
4. 4Click the checkbox to allow Caretakers to see the list of actions
5. 5Click the checkbox to allow Caretakers to open and view action details
6. 6Click the checkbox to allow Caretakers to create new actions
7. 7Click the checkbox to allow Caretakers to update actions — e.g. mark them as done
8. 8Click the checkbox to allow Caretakers to see the basic list of units
9. 9Click on the save button

Deleting a Role

Remove a role that is no longer needed. A role can only be deleted if no contacts are currently assigned to it.

format_list_numberedSteps(4)

1. 1Click [Settings / Roles] on the main menu
2. 2Click row where [name] is [Caretaker]
3. 3Click on the delete button
4. 4Click [Delete] on the confirmation dialog