Homeowners vs tenants vs officers: who gets which portal

Homeowners

The client on the lot. Their portal: statement of dues, receipts, balance and how to pay; gate arrivals and pre-approvals; tickets for common-area problems; notices from the board; association documents you publish (by-laws, minutes, financial summaries). Invited like any client. A homeowner with several lots sees them all under one login.

Homeowners' tenants

From the homeowner's page, Add a resident: name and mobile. The resident gets a gate-only portal — arrivals, pre-approvals, notices, and tickets if you allow residents to raise them. No dues, no statements, nothing about the homeowner's account. The homeowner can remove them; so can the secretary. When the lot changes hands, residents are cleared.

Officers

Staff accounts with roles. Treasurer → manager (dues, payments, expenses, P&L, the accountant pack). Secretary → receptionist (homeowners, residents, notices, tickets, gate). President → admin (everything, including settings and staff). Board members → viewer, a read-only role for associations that lets them see reports without changing anything. The guard is a kiosk, not an officer.

Elections

The outgoing treasurer is deactivated; the incoming one is added as a manager. Records keep the old name on everything the old treasurer did. A handover page lists what the role can see, so the new officer's first day is a tour, not an archaeology dig. If an officer is also a homeowner, they have two logins — their staff role never shows on their homeowner portal.