Every user on your ParkingPass account is assigned a role. The role determines what that person can see, edit, and approve. Picking the right role for each team member keeps your account secure while giving everyone the access they need.
This article describes each role, lists what they can and can't do, and gives guidance on choosing or changing a role.
Available Roles
Property Manager
Full administrative access. Property Managers can do everything: approve applications, manage residents and vehicles, configure property settings, manage staff, oversee patrol, view all reports, and access Revenue Share. This is the role for anyone running the property's parking program end-to-end.
Office Staff
Day-to-day operational access. Office Staff can manage residents and vehicles, approve applications, create guest passes, and view standard reports — but cannot change property settings, add or remove other staff, or access sensitive financial settings. Use this role for front-office team members who handle resident questions and routine approvals.
Patrol Manager
Patrol oversight access. Patrol Managers can manage the Do-Not-Tow list, place and manage Patrol Holds, review patrol activity, and run patrol-related reports. They typically don't need access to billing or resident lease information. Use this role for the person responsible for coordinating with your patrol vendor.
Patrol Staff
On-the-ground patrol access. Patrol Staff are typically the individual officers performing patrol activity. They can issue violations, check vehicle authorization, and reference the Do-Not-Tow list — but have limited management capabilities. Use this role for individual patrol officers.
Permissions Matrix
The table below summarizes what each role can do. A ✓ means the role can perform the action; a ✗ means they cannot.
Capability | Property Manager | Office Staff | Patrol Manager | Patrol Staff |
View the dashboard | ✓ | ✓ | ✓ | ✓ |
Approve/decline resident applications | ✓ | ✓ | ✗ | ✗ |
Approve/decline vehicle requests | ✓ | ✓ | ✗ | ✗ |
Update resident profiles (email, phone, lease) | ✓ | ✓ | ✗ | ✗ |
Create guest passes on behalf of residents | ✓ | ✓ | ✗ | ✗ |
Use the Override option on guest passes | ✓ | ✓ | ✗ | ✗ |
Schedule and manage Future Move-Outs | ✓ | ✓ | ✗ | ✗ |
Use the Resident Data Manager (bulk import) | ✓ | ✓ | ✗ | ✗ |
Manage the Do-Not-Tow list | ✓ | ✓ | ✓ | View only |
Place and manage Patrol Holds | ✓ | Limited | ✓ | ✗ |
Issue or record violations | ✓ | ✗ | ✓ | ✓ |
Review and respond to disputes | ✓ | Limited | Limited | ✗ |
Run Patrol Analytics and patrol reports | ✓ | ✓ | ✓ | Limited |
Run financial and revenue reports | ✓ | Limited | ✗ | ✗ |
Access Revenue Share | ✓ | ✗ | ✗ | ✗ |
Access Stripe Connect setup | ✓ | ✗ | ✗ | ✗ |
Edit property settings (rules, keyword, etc.) | ✓ | ✗ | ✗ | ✗ |
Update property billing information | ✓ (via Support) | ✗ | ✗ | ✗ |
Add, edit, or remove staff users | ✓ | ✗ | ✗ | ✗ |
Change another user's role | ✓ | ✗ | ✗ | ✗ |
Access multiple properties | If assigned | If assigned | If assigned | If assigned |
"Limited" means the role can perform some related actions but with restrictions — for example, Office Staff may review some disputes but not request adjudication.
How to Pick the Right Role
Use these guidelines:
Property Manager — anyone with overall responsibility for the property's parking program, including the lead PM and any deputies who need full access.
Office Staff — front-desk and leasing team members who handle resident questions and routine approvals but shouldn't change settings or staff.
Patrol Manager — the person coordinating with your patrol vendor and managing enforcement exceptions (DNT, Holds).
Patrol Staff — individual patrol officers on the ground.
💡 Tip: When in doubt, choose the more restrictive role. You can always upgrade later if the user needs more access.
Changing a User's Role
If a team member's responsibilities change, update their role:
From the dashboard, click the Manage Staff quick-action button (or open Users from the left sidebar).
Locate the user in the list. Use the Status and Role filters if needed.
Click the Select Action dropdown for that user.
Choose Edit.
Update the role field and save.
The change takes effect immediately. The user does not need to log out and back in.
Common Scenarios
A new leasing agent is starting
Add them as Office Staff. This gives them what they need for resident-facing work without exposing property-level settings.
An assistant property manager is promoted to property manager
Edit their user record and change their role from Office Staff to Property Manager.
You hired a new patrol vendor with their own staff
The vendor's staff are added by ParkingPass during onboarding, typically as Patrol Staff. The vendor's lead is usually added as Patrol Manager. See Changing Patrol Vendors.
A team member is leaving
Remove their access promptly. From the Manage Users page, use the Select Action dropdown on their row and choose the deactivation option. See Adding Additional Property Management Users.
You manage multiple properties
When you add a user, you can grant them access to one property, multiple properties, or all properties on your account. Each user only sees data for the properties they're explicitly assigned to. See the Multi-property workflow in Adding Additional Property Management Users.
Important Notes
Only Property Managers can change other users' roles. If you're an Office Staff member and need a role change, contact your Property Manager.
Removing a user's access is immediate — they will lose access to ParkingPass the next time they reload the page.
Roles control feature access, not data visibility within a feature. For example, both Property Managers and Office Staff can see the same resident profiles, but only Property Managers can adjust property-level settings.
Role definitions can change as ParkingPass adds new features. Watch the Announcements feed on your dashboard for updates.
If a user reports they can't access a feature they used to use, their role may have been changed. Verify their role under Manage Users.