Aptly is designed to streamline collaboration across your team—but that doesn’t mean everyone needs the same level of access. Just like your property management operation, every role within Aptly has its own responsibilities and requirements. That’s why we’ve built flexible permission settings that let you control who can see, do, and manage what—ensuring your workflows stay organized, secure, and efficient.
How to Create User Roles and Configure Permissions
Aptly includes default user roles and permissions with every new account. Each Role’s Permissions differ based on User Role Type.
Here is a Breakdown of All Permissions:
Permissions | Permission Description |
Comments - Can edit comments | When adding internal comments (on a card or conversation), user can edit or delete their comment after adding it. |
Dashboard - Can edit/manage other user’s dashboards | When viewing another user’s dashboard, delete or complete tasks or notifications. |
Setup- Access all areas of setup | Access all areas of the company and subscription settings. |
Setup - Allows inviting guest users | Invite non-Aptly user contacts to access specific company Aptly Boards as limited guest users. Guest users are not counted toward subscription. They will not have access to the inbox. They cannot access boards unless invited. |
Setup - Can Change Password | Set a password to access Aptly account. Must also enable Login With Password in Org Settings. If disabled, all users must log in via Google or Microsoft authentication. We recommend signing in through SSO. |
Setup - Can Create Inbox | Add a new personal or shared inbox. |
Setup - Can Delete Inbox | Delete a new personal or shared inbox. |
Setup - Communication Templates | Access company-wide communication templates in order to create, edit, or delete templates. |
Setup - Topics | Access the Shared Topics section of Company Settings and add to Shared Topics for the whole company to use. |
Boards - Can modify public board settings | Edit board settings (card sources, automations, card fields, forms, and templates) if it is a public board. If disabled, users can view and use board but not edit the settings. |
Boards - Can modify default board views | Can adjust view of boards to Kanban, Table, Calendar, list, etc. |
Boards - Deny Board Creation | Deny another user from creating a board |
Boards - Deny Card Configurations Forms And Templates | Deny another user from editing a form or template |
Documents - Can delete e-signature documents | Can delete an signature document |
Dashboard - Can view other users’ dashboards | View other user dashboards in your own dashboard view by clicking the avatar selection dropdown menu. |
Private Calendar Admin - Full access to all private calendars | View other users’ event details in private calendars. If not enabled, event details will show as Blocked. |
Shared Calendar Admin - Full access to all shared calendars | View event details in all shared calendars. If not enabled, event details will show as Blocked. |
Phone - Allow sending of bulk SMS | Send an SMS message to multiple contacts at once using the Bulk SMS composer from a card or contacts. |
Phone - Allow toggling call recording on outbound calls | Have the option to turn on/off recording outbound phone calls made from Aptly through the phone dialer. |
Phone - Block listening to call recordings | Removes access to call recordings. |
Phone - Manage all shared phone numbers | Access to Shared Phone Number settings including automations and ability to add other users to phone inbox. |
Phone - Manage paid features (create numbers, call recording, etc) | Enable/disable paid features from Twilio in the Shared Phone Numbers settings. This includes adding new phone numbers, caller ID, and enabling/disabling call recording. |
Reports - View | View inbox insights. |
Can read completed review details | See details of completed reviews (surveys) attached as comments to conversations and cards. |
Channel Admin - Can configure automations on any channel | Create inbox rules and edit personal inbox settings for any connected inbox. |
Channel Monitoring Access - Personal Channels are viewable by Admin | A user’s personal inbox will be viewable by users with Channel Monitoring Admin permission enabled. |
Channel Monitoring Admin - Can read access enabled channels | Access to personal inboxes of users that have “Channel Monitoring Access” checked. These inboxes will appear in Aptly Inbox under “Monitored Inboxes.” |
Email - Allow sending of bulk messages | Send a message to multiple contacts within Aptly. Bulk messages are used for mass communication and email campaigns. |
Email - Manage all shared email accounts | Access all Shared Inbox Settings including assignment rules and adding/removing user access. |
Inbox - Grant access to all company emails from (Contact Type) | Automatically share conversations sent to any user by specific contact types in Aptly. These conversations are only viewable if related to the contact or locational object (portfolio, building, unit, lease). |
Inbox - Deny Inbox Access | Ability to deny a user inbox access by removing the inbox from the navigation bar along with the ability to deny a user from adding an inbox. |
Reviews - Ability to opt out of sending review requests | Allows user to opt-out of sending a review to an email recipient upon archiving. |
E-Signature - Countersign Documents | Allows the user the ability to countersign an E-Signature document. |
E-Signature - Create Documents | Allows the user to send a new E-Signature document. They are still able to view any sent E-Signature documents. |
Manage Locks | Access lock information including adding new locks, pairing locks, and editing locks. |
Screening - Allow Accepting/Declining Applications | Enables user to accept/decline screening applications. |
Screening - Allow Downloading Of Consumer Credit Reports | Allows user to download a PDF version of customer credit reports |
Screening - Allow Processing of Refunds | Button to process refunds will be available on the application fee details pop-up. |
Screening - Allow Pushing Applications to Yardi | Yardi Integrations Only - the Push to Yardi button will be available on applications. |
Screening - Allow Requesting Fraud Checks | Enables user to run a document fraud check on applicant provided attachments. |
Screening - Allow Setup | Allows the user to setup all areas of Screening Management. |
Screening - Allow Sharing of Applications to the Portal | Allows a user to share the portal link with others. |
Screening - Allow Viewing Credit Reports | Full applicant credit reports are viewable by user. |
Screening - Allow Viewing DOB | Date of Birth is visible to user. |
Screening - Allow Viewing SSN | Applicant’s SSN is viewable by the user. |
Screening - Allow Viewing Verifast Reports | Verifast reports include the bank verification reports and identity results |
Screening - Require Warning Review before Approval Decision | All screening rules in the approval center must be reviewed with comments and marked pass or fail before the approve buttons are available. |
Calendar - Deny Calendar Access | Hides the calendar button from the main navigation bar. Events on cards are still accessible. |
Below are the default roles and permissions designed to align with Aptly’s best practices. They provide a balanced foundation for collaboration, ensuring that each team member has the right level of access to do their job effectively—without compromising control, visibility, or security.
Admin: Would best fit a Broker/Owner role or anyone in a decision making role.
Area of Aptly | Recommended Permissions |
Boards | Can modify public board settings |
Calendar | Private Calendar Admin - Full access to all private calendars
Shared Calendar Admin - Full access to all shared calendars |
Channel Monitoring Admin | Can read access enabled channels |
Comments | Can edit comments |
Dashboards | Can view other user's dashboards
Can edit/manage other user’s dashboards |
E-Signature | Can delete e-signature documents
Create Documents
Countersign Documents |
Email | Allow sending of bulk messages
Manage all shared email accounts |
Inbox | Grant access to all company emails from (Contact Type) |
Phone | Manage paid features (create numbers, call recording, etc)
Manage all shared phone numbers
Allow toggling call recording on outbound calls
Allow sending of bulk SMS |
Reports | View
Can read complete review details |
Screening | Allow Setup
Allow Accepting/Declining Applications
Allow Access to View, Request, Download |
Setup | Access all areas of setup
Allows inviting guest users
Communication Templates
Topics
Can Create Inbox
Can Change Password |
Manager: Would best fit a Property Manager or other Manager role, someone who is responsible to a department(s).
Area of Aptly | Recommended Permissions |
Calendar | Private Calendar Admin - Full access to all private calendars
Shared Calendar Admin - Full access to all shared calendars |
Dashboard | Can view other user's dashboards |
Email | Allow sending of bulk messages
Manage all shared email accounts |
Phone | Manage all shared phone numbers
Allow toggling call recording on outbound calls
Allow sending of bulk SMS |
Reports | View |
Setup | Access all areas of setup
Can Create Inbox |
Team Member: Would best fit a Leasing Agent or anyone responsible for moving along a workflow.
Area of Aptly | Recommended Permissions |
Boards | Deny Card Configurations Forms And Templates
Deny Board Creation |
Calendar | Private Calendar Admin - Full access to all private calendars
Shared Calendar Admin - Full access to all shared calendars
Deny Calendar Access |
Email | Allow sending of bulk messages |
Inbox | Deny Inbox Access |
Phone | Allow sending of bulk SMS |
Reports | View |
Setup | Can Create Inbox |
Guest User: Would best fit a Vendor or someone assigned specific tasks, but not responsible for moving along a workflow. Someone with minimal access.
Area of Aptly | Recommended Permissions |
Guest User | Has limited access to org resources |
Setup | Can Create Inbox |
How to Customize User Role Permissions
You can customize each User Role's Permissions through the roles & permissions editor. To navigate to the roles and permissions editor.
In order to make changes to a User’s Role or their Permissions, you will need to be an Admin.
- Click your avatar, then go to Settings.
- Select Company Info & Team.
- Click the Pencil icon.
Changes will take a few minutes to update across all accounts for all roles and permissions.
How to Add New User Roles
You can also create new User Roles that best fit your company’s needs.
- While in Company Info & Team, click Add Role under Roles and Permissions.
- Name your Role and select the Permissions applicable.
- Click Save.