In this article, we will discuss the following:

• User Roles
   
• Initial User Access
   
• Groups (NEW) 
   
• Ongoing User Access
  • Adding and Removing ApartmentIQ Users
  • Adjusting Account Role (Permissions) & Adjusting Market Survey Access
     
• User Best Practices
   

User Roles

There are four User Roles in ApartmentIQ - Admin, Managers, Editors, and Read Only Users.
 

1. Admin Users have visibility into all properties within your account. They can:
   
   
   1. Add, remove and request additional competitive properties for a Market Survey. Please see the section Managing Competitive Properties Within a Market Survey for more information.
       
   2. Create and edit Market Survey Groups (NEW).
       
   3. Add and remove users to your overall account. 
       
   4. Edit user access and Market Survey visibility for any user in your account. 
       
   5. View, filter, and extract reports from all Market Surveys in your account.
       
   6. Contact our Support Team for data integrity questions and concerns.
       
   7. Typical Persona for this role: Operational Leadership, Executive Team, or anyone responsible for the roll out of ApartmentIQ.  
      
       
2. Managers have similar capabilities of an Admin User, but only for permissioned groups of properties. They can:
   
   
   1. Add, remove and request additional competitive properties for a Market Survey within their permissioned group.
       
   2. Add and remove users to have access to Market Surveys in their group.
       
   3. View, filter, and extract reports from all Market Surveys in your account.
       
   4. Contact our Support Team for data integrity questions and concerns.
       
   5. Typical Persona for this role: Regional Management and Portfolio Managers.
      
       
3. Editors have the ability to see properties that are provisioned to them. They can:
   
   
   1. View, filter, and extract reports from all Market Surveys they are given access to.
       
   2. Remove or add competitive properties to their provisioned Market Surveys. 
       
   3. Contact our Support Team for data integrity questions and concerns.
       
   4. Typical Persona for this role: Property Managers, or anyone who should have the ability to change comps in a Market Survey.
       
4. Read-Only Users only see properties that are provisioned to them. They can:
   
   
   1. View, filter, and extract reports from Market Surveys they are given access to.
       
   2. Reach out to an Admin or Editor User from their team to request data configuration such as adding a new competitive property. 
       
   3. Contact our Support Team for data integrity questions and concerns.
       
   4. Typical Persona for this role: Property Managers, Leasing, Owners, or anyone who you would like to be able to view, filter, sort, and extract reports for data permissioned to them, but not have the ability to edit comps or manage users. 
       

Your team is in full control of who is given Admin, Manager, Editor, or Read Only permissions. Let’s now dive into how to provide your user requests to the ApartmentIQ team.

Initial User Access

Your Customer Success Manager (CSM), along with the ApartmentIQ Implementation and Support Team, are here to assist you with provisioning initial user access. In order to provide user access to your team, we will need to collect information regarding who you would like to provide permissions to. 
 

For Administrators and Operational Leadership: If your team has not already completed and submitted the ApartmentIQ Customer User Access Template, we would highly recommend it. To utilize the document, simply open it and click file > make a copy. Give the copy a new name - we recommend using the following formatting when naming your document: [Company Name] User Access. Alternatively, you can click file > download > Microsoft Word (.docx) to save your own word document.
 

Your CSM or our Support Team will be able to tell you if we have received this from your team or not. 

Groups

To streamline user access provisioning, your team has the capability to create and configure user groups. These groups can be defined by region or by any other organizational criteria your team requires.

Admin and Manager users can create and manage groups. 

Adding Groups

To get started with groups:

• Login to ApartmentIQ.
   
• In your ApartmentIQ account, navigate to the Manage Users tab along the left hand side of your dashboard.
   
• In the upper left hand corner, click Groups.

• Select Create Group to get started.
   

• Enter a group name, such as the Southeast Region, and select the properties that should be included in the group. Click Save.

• Your group has been established. 
   
• Navigate back to Users to begin adding specific users to the group. 

Add Users to a Group

In Bulk

To add several users to a group at the same time:

• Select the check mark next to each user's name.
   
• Select Add to Groups at the bottom of the page. 
   

• Select the group you would like to add this user to. Click Save. Each user in the group will now have access to the properties that have been configured for that group.
   

Add a Single, Existing User to a Group

Should you need to add an existing, single user to a group:

• Click Edit next to the user's name.
   

• Select the group they should be added to. This will override their original provisioned properties. 
   
• Click Save.
   

Ongoing User Access: Adding and Removing ApartmentIQ Users

Once initial user access has been granted, Admin Users within your account will have the ability to add or remove users on an ongoing basis. Managers can add and remove users from their group. Let’s walk through how to add and remove users within your account.
 

Add ApartmentIQ Users

Admin Users have the ability to add new users to your overall ApartmentIQ account. Managers can add users to their group.

To add a user:

• Login to ApartmentIQ.
   
• In your ApartmentIQ account, navigate to the Manage Users tab along the left hand side of your dashboard.

• In the upper right hand corner, click Invite New User. 
   
• Enter the new user’s email address into the email field. Select their Account Role. Click Invite.
   

• After inviting the user, select which group(s) or individual properties the user should have access to.
  
  
  • Admin Users can select all groups or properties.
     
  • Manager Users can select the group(s) of properties relevant to their role, as in the properties they themselves have been assigned to. 
     
• You can update group or property access for any users at any time.
   

• Newly added users will receive an email prompting them to accept their invite and create login credentials for ApartmentIQ.
  
   

Remove ApartmentIQ Users

Admin and Managers have the ability to remove any user from their ApartmentIQ account and or group. 

To remove a user:

• Login to ApartmentIQ.
   
• In your ApartmentIQ account, navigate to the Manage Users tab along the left hand side of your dashboard.
   
• Find the email associated with the user you are looking to delete. Select edit.
  
   

• Click deactivate to delete the user from your account. As a precaution, you will be prompted to verify that you would like to delete the user. 
   

Remove Users in Bulk

To remove users in bulk:

• Select the users to remove.
   
• Click Deactivate.
   

Adjusting Account Role (Permissions) and Adjusting Market Survey Access

Admin Users have the ability to change account roles, or permissions, for all users at any time. Manager Users have the ability to change roles of users within their own Market Survey provisioning. 

If you need to update a user's permissions:

• Navigate to the Manage Users tab along the left hand side of your dashboard.
   
• Find the email associated with the user you are looking to update. 
   
• Under Role, update the role you wish to adjust the user to by clicking the dropdown. 

• From here, click Edit to make adjustments to which surveys you would like this user to be able to access by selecting or deselecting the group(s) individual markets. 

Reviewing Access

Here at ApartmentIQ, we want to make it as easy as possible for you to see who has access to your Market Surveys. 

To filter user data, use the “All Market Surveys” filter to review who has access to specific markets. 

To filter by group access, select “All Groups” to filter by group. 

Lastly, to filter by access level or role in ApartmentIQ, filter by “All Roles.”

User Best Practices

We find that the most successful customers of ApartmentIQ devise a plan prior to platform roll-out when it comes to managing the addition and removal of users from their account. 
 

First, we know that you will need to add new users as new hires join your team. Please remember, Admin Users from your account can add these users as needed. Please also know that your CSM is here to support your team in getting connected to training opportunities as needed. Please reach out to them!
 

Secondly, we highly encourage your teams to audit user access on an annual basis to remove inactive users while maintaining account security.