👥 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.
Click Save - This will invite them to create an account.
🔐 User Role Descriptions
Role | Access Level |
Admin | Full access to administrative areas of Propra, excluding Accounting. Admin users can manage users, update account settings, configure system settings, view all messages in the Manager Inbox, and perform administrative tasks throughout the platform. This role is typically assigned to office managers, property managers, or team leaders who oversee operations but do not manage accounting. To perform accounting functions, a Books permission must also be assigned. |
Books Admin | Full accounting access with complete control over financial operations. Books Admin users can approve transactions, edit or delete accounting entries, manage financial settings, maintain the Chart of Accounts, update payee bank details, configure Autopay settings, and perform all accounting-related functions. This role is typically assigned to the primary bookkeeper, controller, or accounting manager. |
Books Advanced | Advanced accounting access with restrictions on sensitive financial settings. These users can perform most accounting functions but cannot access or edit Financial Settings, the Chart of Accounts, Payee Bank Details, Autopay Settings, or Payroll Expense and Liability Accounts. This role is ideal for senior accounting staff who need broad accounting access without control over system-wide financial configurations. |
Books User | Limited accounting access. Users can process day-to-day accounting transactions but cannot reconcile accounts, create journal entries, approve charges, or edit/delete accounting entries. They also do not have access to Financial Settings, Bank Details, Autopay Settings, or the ability to add or edit Chart of Accounts, Payroll Expense Accounts, or Liability Accounts. |
Books Reporter | Read-only accounting access. Users can view accounting reports and access scan approvals within Accounting but cannot perform accounting transactions or make changes to financial records. |
User | Standard operational access for daily property management tasks. Users can add and manage properties, leases, tenants, maintenance requests, and other operational records. They can also perform basic accounting activities such as entering one-time charges and recording in-person payments. Any accounting transactions requiring approval must be approved by a Books Admin when approval limits are configured. Users cannot access accounting settings, financial configurations, user management, or other administrative settings. Users can only see their messages in the Manager Inbox. To perform accounting functions, a Books permission must also be assigned. |
Inspector | Inspection-only access. Inspectors can only log into the Propra for Managers mobile app to complete property inspections. They cannot access the desktop version of Propra, make changes to records, manage properties, perform administrative tasks, or access accounting functions. This role is designed exclusively for team members responsible for conducting and submitting inspections. |
Recommended Role Combinations
Property Managers and Office Administrators
Admin
Optional: Books User if accounting entry is required.
Accounting Staff
Books User or Books Advanced
Depending on the level of accounting responsibility.
Bookkeepers and Controllers
Books Admin
Owners, Executives, and Company Leads
Admin + Books Admin
Provides complete access to both operational and accounting areas of Propra.
Inspectors
Inspector
Mobile inspection access only. No desktop access.
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.