LotWize Help Center — User Management Guide

Last updated: May 2026

This guide covers managing users, roles, and permissions across the LotWize platform.

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User Types

LotWize has four user types, each with different access levels:

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Managing Users

Viewing All Users

1. Go to Admin → Users
2. You'll see a table with:
   • Name and email
   • Role
   • Community
   • Last login
   • Account status (active, pending, suspended)

Filters:

• By role (homeowner, board, PMC, admin)
• By community
• By status
• By last login date

Search: Type a name or email to find any user instantly.

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Adding a User

1. Click "Add User"
2. Enter:
   • Full name
   • Email address
   • Role
   • Community (if applicable)
3. Choose invitation method:
   • Send email invite — User gets a link to set their password
   • Create password — You set a temporary password (they change it on first login)
4. Click "Create User"

The user appears in the pending list until they accept the invite or log in.

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Editing a User

1. Find the user in the list
2. Click the pencil icon
3. Update any field:
   • Name
   • Email
   • Role
   • Community assignment
   • Notification preferences
4. Click "Save Changes"

Important: Changing a user's role immediately updates their permissions. They may gain or lose access to features instantly.

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Suspending a User

Suspending prevents login but keeps all data:

1. Find the user
2. Click the pause icon
3. Enter a reason (visible to other admins)
4. Click "Suspend"

What happens:

• User can't log in
• Their data remains in the system
• Their payments, requests, and votes stay intact
• You can unsuspend anytime

Use for:

• Temporary access issues
• Pending investigation
• Non-payment (combined with billing hold)

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Deleting a User

1. Find the user
2. Click the trash icon
3. Confirm the deletion
4. Choose data retention:
   • Keep records — Remove login access but keep payment/violation history (recommended for legal compliance)
   • Full delete — Remove all personal data (use only for data privacy requests)

Warning: Deletion is permanent. Board members and PMCs cannot be deleted until ownership is transferred.

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Roles & Permissions

Permission Matrix

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Custom Roles (Pro)

Pro plans can create custom roles with granular permissions:

Example custom roles:

• Treasurer — Finance access only, no violations
• Secretary — Meeting management only, no payments
• Maintenance Manager — Requests and vendors only
• Viewer — Read-only access to everything

How to create:

1. Go to Admin → Users → Roles
2. Click "Create Role"
3. Name the role
4. Toggle individual permissions on/off
5. Save and assign to users

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Bulk Operations

Bulk Import

Add many users at once via CSV:

1. Go to Admin → Users → Bulk Import
2. Download the CSV template
3. Fill in user data:
   • Name
   • Email
   • Role
   • Community
   • Unit/address
4. Upload the CSV
5. Review the preview (we flag errors before importing)
6. Click "Import"

Supported formats: CSV, Excel (.xlsx)

Limits:

• Starter: 50 users per import
• Growth: 200 users per import
• Pro: Unlimited

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Bulk Actions

Select multiple users (checkboxes) and:

• Send message
• Change role
• Suspend/unsuspend
• Delete
• Export to CSV

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User Activity Logs

Track every action taken by every user:

1. Go to Admin → Users → Activity Logs
2. Filter by:
   • User
   • Date range
   • Action type (login, payment, edit, delete)
   • Community

What's logged:

• Login times and IP addresses
• Payments made
• Documents uploaded
• Settings changed
• Violations issued
• Messages sent

Retention:

• Activity logs kept for 1 year
• Security events kept for 7 years

Export: Logs can be exported for compliance audits.

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Next Steps

• Dashboard Overview →
• Manage Organizations →
• Track Leads →
• Support Workflow →
• Feedback Analysis →

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Questions about roles? Contact support@sanafai.com.