Understanding roles and permissions

The two core roles

LotKeeper has two primary roles: Owner and Tenant. These roles determine which part of the platform a user sees after logging in. Owners access the admin dashboard with full management tools. Tenants access the resident portal where they can pay rent, submit maintenance requests, and view their lease documents.

• Owner: full access to the admin dashboard, properties, financials, reporting, and team management. This is the role for park managers, regional managers, accountants, and maintenance supervisors.
• Tenant: access to the resident portal only. Tenants can view their invoices, make payments, submit and track maintenance requests, and download documents shared with them.

Granular permissions for team members

Within the Owner role, LotKeeper offers 50+ granular permissions that let you control exactly what each team member can see and do. You do not have to give everyone full access. Instead, you can tailor permissions to match each person's job responsibilities.

• Financials: view invoices, record payments, manage expenses, access P&L reports, export rent rolls.
• Properties: add or edit properties and units, manage utility configurations, update community rules.
• Leasing: create listings, manage prospects, send applications, approve or deny applicants.
• Maintenance: create and assign work orders, manage vendors, close tickets.
• Tenants: view tenant profiles, edit contact information, manage lease terms.
• Settings: invite team members, configure organization settings, manage integrations.

Organization-level access scoping

All data in LotKeeper is scoped to an organization. This means a team member can only see properties, tenants, and financial data that belong to their organization. If you manage multiple entities (for example, separate LLCs), each entity has its own organization with its own team and permissions. There is no cross-organization data leakage.

Users who need access to multiple organizations can be invited to each one separately. They will see an organization switcher in the sidebar to move between accounts.

How to invite team members

Navigate to Settings, then Team Members. Click "Invite" and enter the person's email address. Choose their role (Owner) and select the permissions you want to grant. They will receive an email with a secure invitation link. Once they create their account, they will have immediate access based on the permissions you assigned.

You can modify permissions at any time from the Team Members page. Changes take effect immediately. If you need to revoke access entirely, remove the team member from your organization.

How permissions cascade

Some permissions imply access to related features. For example, granting "record payments" also allows viewing invoices, because you cannot record a payment without seeing what is owed. LotKeeper handles these dependencies automatically. When you grant a permission, any prerequisite permissions are enabled as well. If you revoke a higher-level permission, the prerequisites remain in place unless you remove them explicitly.