Understanding User Roles

Aryna has two user roles: Admin and Member. This guide explains what each role can do and helps you choose the right role for each team member.

Role Types

Admin

Administrators have full access to all features and settings.

What Admins Can Do:

✅ View all communities and data
✅ Add, edit, and delete communities
✅ Invite new team members
✅ Remove team members
✅ Change team member roles
✅ Access all settings and configurations
✅ Manage billing and subscription
✅ Export data and reports
✅ Upload CSV files
✅ Manage API keys

When to Use:

Executive directors
Compliance managers
IT administrators
Anyone who needs to manage the account

Member

Members have standard access for day-to-day work.

What Members Can Do:

✅ View all communities and data
✅ Add and edit communities
✅ View team members list
✅ Update their own profile
✅ Access compliance features
✅ Generate reports
✅ View alerts and notifications

What Members Cannot Do:

❌ Invite new team members
❌ Remove team members
❌ Change user roles
❌ Access billing settings
❌ Manage API keys
❌ Access organization settings
❌ Delete communities (can only edit)

When to Use:

Property managers
Compliance coordinators
Leasing managers
Asset managers
Anyone who needs to work with properties but not manage the account

Comparing Roles

Feature	Admin	Member
View communities	✅	✅
Add/Edit communities	✅	✅
Delete communities	✅	❌
View team members	✅	✅
Invite team members	✅	❌
Remove team members	✅	❌
Change roles	✅	❌
Access settings	✅	Limited
Manage billing	✅	❌
Upload CSV	✅	✅
Generate reports	✅	✅
API access	✅	❌

Choosing the Right Role

Assign Admin to:

People who need to manage the account
Those responsible for user management
Billing contacts
IT administrators
Executive oversight roles

Assign Member to:

Day-to-day users
Property managers
Compliance staff
Regional managers
Anyone who doesn't need admin privileges

Best Practices

Security

✅ Do:

Limit Admin role to necessary personnel only
Review Admin users quarterly
Use Member role as default for most users
Remove access when team members leave

❌ Don't:

Give everyone Admin access
Share Admin credentials
Leave ex-employees with access
Create unnecessary Admin accounts

Role Assignment

Start with Member: When in doubt, assign Member role. You can always upgrade later if needed.

Principle of Least Privilege: Give users the minimum access they need to do their job.

Regular Reviews: Review user roles quarterly to ensure they're still appropriate.

Changing Roles

How to Change a User's Role

Only Admins can change roles:

Go to Team page
Find the user in the list
Click the dropdown in the "Role" column
Select the new role
Changes take effect immediately

After Role Changes

User is notified via email
New permissions apply immediately
User may need to refresh their browser
Audit log records the change

Special Cases

First User

The first person to sign up automatically becomes an Admin. This ensures there's always at least one Admin to manage the account.

Account Owner

The account owner (person who created the account) cannot have their role changed to Member. At least one Admin must remain.

Invited Users

When inviting a user, you choose their role:

Selected during invitation
Cannot be changed after sending invitation (cancel and resend if needed)
Takes effect when they accept the invitation

Frequently Asked Questions

Can a Member see other team members?

Yes, Members can view the team list but cannot invite, remove, or change roles.

Can we have multiple Admins?

Yes, you can have as many Admins as needed. We recommend at least 2-3 for redundancy.

Can I change my own role?

No, you cannot change your own role. Another Admin must change it for you.

What happens if we only have one Admin and they leave?

Contact support@aryna.ai immediately. We can help assign a new Admin to your account.

Can roles be customized?

Not currently. We offer Admin and Member roles. If you need more granular permissions, contact us to discuss your needs.

Does role affect billing?

No, all users count the same toward your subscription, regardless of role.

Audit Trail

All role changes are logged:

Who made the change
When it was changed
From what role to what role
Why (if reason was provided)

Access the audit log: Settings → Activity Log

Need Help?

Questions about user roles?

Email: support@aryna.ai
Live Chat: Click the chat icon
Phone: 1-800-279-6224