Docs•Roles + Permissions
How roles work in CommunityOne
CommunityOne uses clear, purpose-built roles so everyone has the access they need without confusion or risk. Governance stays with the board. Professional property managers can participate as members without gaining governance authority by default.
Designed for real communities
Simple, secure, and flexible
Roles stay community-scoped by default, with a clear separation for platform operations.
Clarity
Everyone knows what they are responsible for.
- Role names match real-world positions like member, board, and treasurer.
- Navigation stays clean; users only see tools they can use.
Security
Sensitive actions are protected by design.
- Least-privilege defaults.
- Role-gated actions like approvals, settings, and billing.
Delegation
Committees and helpers can contribute safely.
- Staff and volunteer roles support workflow delegation.
- No need to hand out admin access just to get work done.
Boundaries
Governance stays with the association.
- Property managers participate as members by default and do not get governance controls automatically.
- Property operations belong in the SuiteOne/RentalOne operations roadmap when the community is ready for them.
Demo-friendly
Role ladder
A quick visual to explain who can do what without getting technical.
Visual
Role ladder
Governance stays with the board. Property managers participate as members unless explicitly elevated.
Unapproved User
Governance: None
Signup pending verification
Member
Governance: None
Verified participant
Association Staff / Volunteer
Governance: None
Delegated workflows
Board Member
Governance: Limited
Moderate and guide
Association Admin
Governance: Full (community)
Configure and manage
Global Admin
Governance: Platform only
Platform ops (CommunityOne)
Property Manager: treated as member-level in CommunityOne. If a community needs true property operations, that belongs in the SuiteOne/RentalOne operations roadmap.
Community participants
Member roles
These roles cover onboarding and everyday participation.
Unapproved User
New signup awaiting verification as an owner or resident.
Can do
- Create an account
- Submit verification details
Can't do
- View community content
- Post or comment
This keeps community content private until membership is verified.
Member
Verified homeowner or resident.
Typical access
- Home feed with updates and announcements
- Documents and policies
- Submit requests and issues
- View dues status for their own account
Notes
- Participation-focused
- No administrative controls
Governance & operations
Leadership & operations roles
These roles support moderation, workflows, and community configuration.
Board Member
Elected or appointed board member.
- Pin or unpin important posts
- Moderate posts and comments
- Review and respond to requests
- Access meeting materials and history
Association Admin
President, treasurer, secretary, or designated admin for one association.
- Approve or manage members
- Assign community roles such as board and staff
- Configure dues and billing rules
- Manage documents and branding
Association Admin is community-scoped.
Property Manager
Professional manager who helps with a member's property (member-level by default).
- Participate in the community like a verified member
- Access shared documents and announcements
- Submit and track requests related to managed properties
- No governance controls unless explicitly elevated by the board
If a manager needs true property operations such as portfolio views, unit workflows, or maintenance lifecycle, that belongs in the SuiteOne/RentalOne operations roadmap.
Association Staff / Volunteer
Committees and helpers with delegated workflows.
- Access assigned workflow areas such as architectural review
- Help manage requests or reviews without admin privileges
- No billing, role assignment, or association-wide settings
Oversight & external access
Oversight & external roles
Support audits, transitions, and future vendor collaboration.
Auditor (Read-only)
CPA, attorney, or transition reviewer.
- Read-only access to documents and meeting history
- Review financial summaries where enabled
- No edits, approvals, or posts
Vendor / Contractor (Coming soon)
Landscapers, pool services, and contractors.
- View assigned work items
- Upload invoices and documents
- Comment on tasks
- No member data or financial controls
Platform operations
Platform administration
Global roles used by CommunityOne staff to support the platform.
Global Admin
CommunityOne staff (platform-wide).
- Manage associations and platform configuration
- Support and troubleshooting tools
- Platform-level billing and auditing
Global admins operate outside community governance.
Key takeaway
Most roles are community-scoped. Global Admin is platform-scoped. Boards keep governance. Managers participate as members by default.
Want a role walkthrough for your community?
We'll map your current process into CommunityOne roles and permissions so your board, volunteers, and manager can operate with clarity from day one.