Roles and capabilities: owner, admin, manager, supervisor, receptionist, staff

Choosing

Ask what the person must do, not what they might want to see. Someone who records payments and talks to tenants is a receptionist. Someone who runs the building and reads the P&L is a manager. Someone who needs to change settings, see staff pay or add staff is an admin — and that is a short list. Cleaners and maintenance are staff. Head cleaner or head guard is supervisor.

Promote, don't demote

Start one step lower than asked. Promoting is a click and nobody minds; demoting is a conversation, and by then the person has already seen everything. The audit log records every role change with who made it.

Capabilities behind the roles

Each role is a fixed bundle of about forty capabilities — invoices.manage, finance.view, staff.pay and so on. The bundles are not editable per person on purpose: six nameable roles are auditable; forty checkboxes per person are not. If a role genuinely does not fit your building, tell us which capability is wrong for it; changing a bundle for everyone is a decision we make carefully and write down.

Tenants are not a role

Tenants never appear in this list. They use the portal, a separate door with its own sessions and eight pages. A staff member who is also a tenant has two logins.

Kiosks

A guard post or a clock-in tablet uses a kiosk PIN: a device session tied to a place, with the person on shift entering a short PIN on top. Kiosks reach only the Gate or the clock, regardless of who is on shift.