Happy Property gives every team member a role that controls what they can see and do across the platform, from running inspections to editing settings to managing other users. The four default roles (Administrator, Process Manager, Standard, and Limited) cover most setups, and admins can fine-tune any of them or build custom roles when something more specific is needed.
The four default roles
- Administrator: full account access, can manage every other role
- Process Manager: operational lead with most editing and configuration rights
- Standard: day-to-day user, can do most of the work but not configure the account
- Limited: restricted user, primarily for performing assigned work and viewing what they need
How to read the default role and permission matrix
Each row in the tables below is a single permission, and the columns are the four default roles. A checkmark means that permission is switched on by default for that role. An empty cell means it's off by default and would need to be turned on through a custom role or by editing the role in the Admin Center.
Labels in the role editor
These are the labels the role editor uses when you create or edit a role.
- New Role: button to start a new role
- Name and Description: fields for the role
- Role: a select field on the role
- Select All: checkbox in the permission list
- Search permissions: search box for permissions
- Duplicate Role: menu option on a role
- This permission is not available to you: tooltip shown on a permission
| Permission | Administrator | Process Manager | Standard | Limited | What it does |
|---|---|---|---|---|---|
| Access the Admin Center | ✅ | Open the Admin Center: the home for users, roles, properties, integrations, and account-wide settings. Without this, the menu is hidden. | |||
| Create and Edit Integrations | ✅ | Set up new connections to outside systems (like PMS integrations) and edit existing ones, including login credentials. For staff who handle integration rollouts. | |||
| View Integrations | ✅ | See which outside systems are connected to the account and their status, but not change them. Useful for staff who need visibility without edit rights. | |||
| Grant access to all Properties | ✅ | Give a user automatic access to every property on the account, including any added later. Without this, they only see properties they (or their group) have been explicitly granted. | |||
| Edit Users | ✅ | Invite, edit, and remove other users on the account, and change which roles or properties each user has. A foundational permission for user administration. | |||
| Restricted access to create Users | ✅ | Locks new users created by this user to the account's default role. Use it to stop sub-admins from giving out higher access than they have themselves. | |||
| Configure Single Sign On | ✅ | Set up and manage SSO for the account, including identity-provider settings and certificate refreshes. Typically only IT admins need this. | |||
| Copy Property Access | ✅ | Copy one property's access list (which users and groups can see it) onto others in bulk. Speeds up onboarding properties that should mirror an existing one. | |||
| Edit Property Settings | ✅ | Change account-wide property configuration: feature toggles, area types, regions. Different from "Edit Property Details", which edits a single property's profile. | |||
| Create and edit Custom Roles | ✅ | Build new roles or edit existing custom roles, including which permissions each role grants. Default roles (Administrator, Process Manager, Standard, Limited) can be overridden but not deleted. | |||
| View Properties | ✅ | See the full property list for the account. Without this, users only see properties they've been individually granted. | |||
| Set Property Access | ✅ | Grant or revoke other users' and groups' access to a specific property. Controls access for others, not your own (see "View Properties" for that). | |||
| Edit Property Details | ✅ | Change a single property's profile: name, address, photos, custom fields, and other metadata. Different from "Edit Property Settings", which controls account-wide configuration. | |||
| Export Property Data | ✅ | Export a property's data (inspections, tasks, residents, etc.) as a downloadable file. Used for migrations, offboarding, and audit trails. | |||
| Access Property Provisioning | ✅ | Open the property-provisioning workflow, typically used to bulk-set-up new properties from an integration feed. | |||
| Manage Webhooks | ✅ | Create, edit, and remove outbound webhooks: the notifications HappyCo sends to your systems when events occur (e.g., inspection completed, task updated). For dev and integration teams. | |||
| Manage Plugin Webhooks | ✅ | Create, edit, and remove webhooks owned by installed plugins. Distinct from regular webhooks because they're managed on behalf of a partner integration. | |||
| View Technician Profile | ✅ | ✅ | ✅ | ✅ | See another team member's technician profile: photo, contact details, specialties, and assigned properties. On by default so teams can find each other. |
| Edit Technician Profile | ✅ | Edit any team member's technician profile: photo, contact info, basic details. Typically reserved for account admins managing the roster. | |||
| Edit Technician Specialities | ✅ | Set or change a technician's specialties (HVAC, plumbing, electrical, etc.). Specialties drive recommended assignees on tasks, so changes affect task-routing across the account. |
| Permission | Administrator | Process Manager | Standard | Limited | What it does |
|---|---|---|---|---|---|
| View Locations | ✅ | ✅ | ✅ | ✅ | See the list of locations across the account. Locations are the spaces within a property: units, rooms, common areas, amenities. Required for any location-related workflow. |
| View details of a Location | ✅ | Open a single location to see its full record: entry notes, custom fields, inspection history, attached tasks. Without this, users still see locations through inspections or tasks but can't open the standalone detail view. | |||
| Add Locations | ✅ | ✅ | Add new locations to a property: units, rooms, amenities, common areas. Locations are the structure that inspections and tasks attach to. | ||
| Copy Locations | ✅ | ✅ | Duplicate an existing location as the starting point for a new one. Useful for properties with many similar units. | ||
| Edit Locations | ✅ | ✅ | Change a location's profile: name, type, parent location, custom fields. | ||
| Edit Location entry notes | ✅ | ✅ | Add or change the entry notes on a location: quick guidance for staff entering the unit ("key in lockbox 4321", "tenant has a large dog", "use rear entrance"). | ||
| Delete Locations | ✅ | Permanently remove a location from the account. | |||
| Edit Location on an Inspection or Task | ✅ | Change which location an inspection or task is attached to. | |||
| View Property Profiles | ✅ | ✅ | ✅ | ✅ | See the Property Profile screen for a property: a roll-up of key stats, configurable metrics, and metadata like property type, region, and unit count. |
| View Inventory | ✅ | ✅ | ✅ | ✅ | See the Inventory section in the main navigation: items, supplies, and equipment tracked against the account. |
| Permission | Administrator | Process Manager | Standard | Limited | What it does |
|---|---|---|---|---|---|
| View Company Information | ✅ | See the account's company profile: legal name, address, primary contact, account ID. | |||
| View Billing Information | ✅ | See the account's billing details: plan, payment method, invoices, billing contact. Sensitive financial information, restricted to account admins. | |||
| Update Billing Information | ✅ | Change the account's billing details: payment method, billing address, plan changes. Pair with "View Billing Information"; without it, there's nothing to change. |
| Permission | Administrator | Process Manager | Standard | Limited | What it does |
|---|---|---|---|---|---|
| View Support Menu | ✅ | ✅ | ✅ | ✅ | Open the in-product Support menu: help articles, contact support, video walkthroughs. On for everyone because anyone might need help. |
| View What's New | ✅ | See HappyCo's Release Updates: announcements about recent product changes and the place to opt into features that are in limited release. |
| Permission | Administrator | Process Manager | Standard | Limited | What it does |
|---|---|---|---|---|---|
| View Happy Insights | ✅ | Open Happy Insights: HappyCo's analytics and reporting product. Restricted to admins by default since it surfaces account-wide data. | |||
| View Dashboards | ✅ | ✅ | ✅ | ✅ | See the account-level dashboards: high-level views of inspection and task activity across all properties. |
| View Property Dashboards | ✅ | ✅ | ✅ | ✅ | See the dashboards for a specific property: drilldowns showing inspection completion, task status, and activity for one location. |
| Permission | Administrator | Process Manager | Standard | Limited | What it does |
|---|---|---|---|---|---|
| Create and edit Regions | ✅ | ✅ | Define regions: geographic or organizational groupings of properties used for portfolio management and reporting ("Texas Properties", "South Region", "Class A Assets"). | ||
| Edit Area Types | ✅ | Manage the account's area types: the categories used to label locations ("Bedroom", "Kitchen", "Bathroom", "Pool", "Gym"). |
| Permission | Administrator | Process Manager | Standard | Limited | What it does |
|---|---|---|---|---|---|
| View Report Workflows | ✅ | ✅ | ✅ | ✅ | See the list of report workflows configured for the account: automated rules for what happens after an inspection completes (who gets notified, which report style is generated, etc.). |
| View details of a Report Workflow | ✅ | ✅ | ✅ | ✅ | Open a single report workflow to see how it's configured. |
| Create Report Workflows | ✅ | ✅ | Create a new report workflow, defining the trigger conditions, recipients, and report style. | ||
| Edit Report Workflows | ✅ | ✅ | Change the configuration of an existing report workflow (triggers, recipients, etc.). | ||
| View Inspection Schedules | ✅ | ✅ | ✅ | ✅ | See the list of inspection schedules for the account: recurring inspection rules (e.g., quarterly common-area inspection every property). |
| View details of an Inspection Schedule | ✅ | ✅ | Open a single inspection schedule to see its full configuration (which template, which properties, which cadence). | ||
| Create Inspection Schedules | ✅ | ✅ | Create a new recurring inspection schedule, defining cadence, template, scope, and assignee rules. | ||
| Edit Inspection Schedules | ✅ | ✅ | Change an existing inspection schedule: cadence, template, scope, or assignee rules. |
| Permission | Administrator | Process Manager | Standard | Limited | What it does |
|---|---|---|---|---|---|
| View Inspections | ✅ | ✅ | ✅ | ✅ | See the list of inspections for properties you have access to. A foundational permission: without it, no inspections appear. |
| View Inspections assigned to others | ✅ | ✅ | ✅ | ✅ | See inspections assigned to other team members. Without this, only your own assigned inspections appear. |
| View completed Inspections | ✅ | ✅ | ✅ | ✅ | See inspections that have been finished and submitted. Without this, completed inspections drop off your view. |
| View details of an Inspection | ✅ | ✅ | ✅ | ✅ | Open a single inspection and see its full contents: items, ratings, photos, notes. |
| View assignee of Inspections | ✅ | ✅ | ✅ | ✅ | See who an inspection is assigned to. Useful for dispatching and coordinating workload. |
| Save photos to phone gallery | ✅ | ✅ | ✅ | ✅ | When taking photos during an inspection, also save them to your phone's camera roll. For staff who want a personal copy of their work. |
| Create Inspections | ✅ | ✅ | ✅ | Start a new inspection on demand from a template. A foundational permission for adding inspections to the system. | |
| Create Scheduled Inspections | ✅ | ✅ | ✅ | Create an inspection that's scheduled for a future date, rather than starting one immediately. | |
| Create Delegated Inspections | ✅ | ✅ | ✅ | Create a Delegated Inspection: one assigned to a resident or third party to complete on the property's behalf (e.g., a self-inspection by the resident). | |
| View details of a Delegated Inspection | ✅ | ✅ | ✅ | See the contents of a Delegated Inspection once it's been sent out or returned. | |
| Create Remote Inspections | ✅ | ✅ | ✅ | ✅ | Start a Remote (video) Inspection, where the inspector walks through with a resident or contractor live over video. |
| Copy Inspections | ✅ | ✅ | Duplicate an existing inspection as a starting point for a new one. Useful for follow-up inspections that mirror the original. |