Understanding and Managing User Roles in Alosant

Summary

User Roles control what users can see and do in the Alosant app. Each user is assigned a User Role, which determines visible menus, access to reservable amenities, and how far into the future they can view availability. This article explains how to create, manage, and delete User Roles, as well as how to configure reservation-related limits tied to each role.

Who this is for

• Community managers or administrators managing app access and visibility
  
  
• Teams responsible for setting up user permissions and reservation rules
  
  
• Anyone who needs to adjust what different groups of users can access in the app
  
  

Prerequisites

• You have access to the Alosant Admin portal
  
  
• You have permission to manage User Roles in the Admin
  
  
• Users already exist or will be created and assigned to roles during approval
  
  

Steps

Create a new User Role

1. In the Admin sidebar menu, select User Roles.
   
   
2. Click + New User Role.
   
   
3. Enter a clear and descriptive role name (for example, “Community Name Resident”).
   
   
4. Select the checkboxes for any menus that should be hidden from this role.
   
   
5. Click Save.
   
   

Set place reservation limits for a User Role

1. In the Admin sidebar menu, select User Roles.
   
   
2. Click the User Role you want to edit.
   
   
3. Enter a number in the Place Reservations Limit field.
   
   
4. Click Save.
   
   

Set visible place calendar weeks for a User Role

1. In the Admin sidebar menu, select User Roles.
   
   
2. Click the User Role you want to edit.
   
   
3. Enter a number in the Visible Place Calendar Weeks field.
   
   
4. Click Save.
   
   

Delete a User Role

1. In the Admin sidebar menu, select User Roles.
   
   
2. Find and click the User Role you want to delete.
   
   
3. Click x Delete.
   
   
4. Click OK to confirm.
   
   

Expected result

• Users assigned to a role see only the menus and content allowed by that role.
  
  
• Reservation limits and calendar visibility are enforced based on the user’s role.
  
  
• Deleted roles are removed from the system and no longer available for assignment.
  
  

Troubleshooting

• Users can see content they shouldn’t: Confirm the correct menus are hidden for their assigned User Role.
  
  
• Reservation limits are not applying: Verify the Place Reservations Limit is set and saved on the correct User Role.
  
  
• Users cannot see far enough into the calendar: Check the Visible Place Calendar Weeks value for their role.
  
  
• You cannot delete a role: Ensure no users still require that role or that you have sufficient permissions.
  
  

FAQ

What is a User Role?
A User Role determines what content, menus, and reservation options a user can see in the app.

When are User Roles assigned to users?
Users are typically assigned a User Role during the initial approval process.

Can one user have more than one User Role?
No. Each user can only be assigned one User Role at a time.

Do User Roles affect admin access?
No. User Roles affect app users, not Admin portal access.

Notes / Escalation

• Important: Deleting a User Role requires extreme caution. All content, menus, and Smart Buttons tied to that role must be reconfigured, and any users assigned to it must be moved to a new role.
  
  
• Internal-only note: Reconfiguration of Smart Buttons and triggers associated with deleted roles may require additional setup by experienced admins.
  
  
• Escalate to the Alosant internal teams if a role deletion causes unexpected content visibility issues or if users cannot be reassigned successfully.