👥 Adding an Authorized User
Desktop access is for your staff who handle property administration tasks, accounting, and lease management.
Mobile app access is for property managers completing inspections or bill scanning in the field.
There is no app for residents or owners — only property managers and staff can be authorized users.
As the account owner or admin, you can add, edit, or remove users at any time — no need to contact Propra Support.
🧭 How to Add a New User
Log in to your account at propra.app.
On the left-hand side, under ⚙️ Settings, click Account.
Click Add User.
Enter the user’s name and email address (this will be their login email).
Assign one or more roles to set their access level.
🔐 User Role Descriptions
Role | Access Level |
Admin | Full access to all areas except Accounting. Can manage users, Smart Templates, and Monthly Fees. |
Books Admin | Full administrative access to all areas of Accounting. |
Books Advanced | Access to Accounting but cannot access or edit financial settings, payee bank details, Autopay settings, Chart of Accounts, or payroll expense/liability accounts. |
Books User | Limited Accounting access — cannot reconcile accounts, make journal entries, approve charges, or edit/delete entries. No access to financial settings, bank details, Autopay settings, or add or edit Chart of Accounts, Payroll expense or liability accounts in the Chart of Accounts. |
Books Reporter | Only has access to the Reports tab within Accounting. |
User | Default access — no access to Accounting or administrative areas. |
Inspector | Access to the Propra for Managers app only for completing inspections. |
Click Submit.
Once added, the user will receive an email invitation to create their password and log in.
The link in this email expires after a short period, so it’s best that users log in as soon as they receive it.
If the link expires before they create their password, you can reset their access by removing them and re-adding them as a new user — this will send a fresh login link automatically.
Users can:
Log in on desktop via propra.app, or
Download the Propra for Managers app on the App Store or Google Play for mobile use.
Managing Existing Users
You can update user roles, reset access, disable, or remove users directly from your account.
Go to ⚙️ Settings → Account.
Click Edit next to the user’s name.
To remove a role, click the ‘X’ beside it.
To add a new role, click the down arrow and select from the list.
Click Save.
💡 If you need to change a user’s email address, create a new user with the correct email — the existing one cannot be edited.
If you ever need to resend a new users login link because their link expired to create their account, simply delete and re-add them — no need to contact support.
Managing Authorized Users
Propra allows you to control user access while preserving historical data and activity logs.
If a staff member or contractor no longer needs access, we recommend disabling the user instead of deleting them.
Disabling a User
To disable a user:
Go to Settings
Select Authorized Users
Locate the user
Toggle the Enabled switch to Off
When a user is disabled:
They can no longer log in or take action
All past actions remain recorded in the account
Activity history, approvals, and audit trails are preserved
This ensures continuity and accountability within your records.
Deleting a User (Not Recommended)
Deleting a user will:
Permanently remove the user from the system
Remove all associated data and historical actions tied to that user
Because this can impact reporting and audit history, deletion should only be used in rare situations where data retention is not required.
Setting up your users correctly from the start ensures your whole team has the right access for their role — and helps your Propra account run smoothly from day one.