Account Tab
Authorized Users
Authorized users are people who can log in to Propra.app (desktop) or the Propra for Property Managers mobile app.
👥 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, doing showings and using the listings QR code for applicants, 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, disable, 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. They only need one admin role and one bookkeeping role if you are giving bookkeeping permission. For example one user does not need Books Admin + Books Reporter + Books User, they would only need Books Admin. They will either be User or Admin, not both.
🔐 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. |
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. Deleting them should not be done if they have already created a password and have been working in the software.
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.
Teams
Teams in Propra let you group users and properties together for better organization and control.
👥 Using Teams in Propra
Teams in Propra let you group users and properties together for better organization, visibility control, and portfolio management.
With Teams, you can:
🔒 Limit Visibility — Restrict certain users to only see specific properties.
🔍 Filter Easily — Use teams as quick filters when navigating Accounting or generating bundled reports.
🧩 Control Access — Manage which properties, units, and notifications each team member can access.
🏘️ Assign Property Managers — Add managers to specific units or properties for targeted oversight.
Examples of Teams:
A managers portfolio
Furnished or Unfurnished Units/Properties
Residential Properties
Commercial Properties
Condo/Strata Properties
Locations (Calgary, Edmonton, Red Deer)
⚙️ How to Set Up a Team
Only users with an Admin role can create or manage teams.
Go to Settings → Account.
Next to Authorized Users, select the Teams tab.
Click Add Team.
Give the team a name, then select the types of units you want included. Click Next.
Select the property or properties you’d like to include in the team. Use the search bar for fast results. Once you have searched the property name, select the box and either clear the search bar or search another name. Click Next.
If you want to include only certain units within a property, select the property, then choose the specific units to add. Click Next.
Select the user(s) you’d like to include in the team.
Click Save. Now you have a new team.
🔐 How Teams Affect Users
A user can be part of more than one team.
Users without Admin or Books Admin privileges will only see information related to the properties in their team(s).
Here’s how that looks in practice:
Only properties within their team(s) appear in filters.
Only those properties show under Properties.
Users will receive notifications only for properties in their team(s).
Access in the Propra for Managers app is limited to those properties.
Tenant and owner details are not restricted to records linked to their team’s properties.
If specific unit types are included, users will only see those units — even if other units exist at the same property.
If you add a new property or unit be sure to add it to your existing team.
🧠 Important Notes
Admin, Books Admin, and Books Advanced users always have full visibility, even if added to a team.
Teams can be used as quick filters when navigating Accounting or generating bundled reports.
Using teams helps organize your portfolio by location, property type, or management group, giving your team clear focus and control.
If you do not see a property or unit in your portfolio please check that you have added it to your team.
Account Information
Click the ✏️ pencil icon in the top-right corner to edit your account details.
From here, you can:
Add your company logo
Add your company address (this will determine your provincial guidelines for your portfolio such as interest on deposits)
Select your language preference for the account