Users & access

Propria uses your email address and password from the dashboard or the mobile app (condition reports).

Action	How
Sign in	Email + password
Sign out	Ends your session on this device
Profile	Update your name, email, and phone from your account

Who can sign in: only administrator and agent accounts. Other profiles cannot access the dashboard.

Security:

Passwords are stored securely and never shown in plain text.
In production, all connections use HTTPS.
Each device (dashboard, mobile) has its own session; long-inactive sessions are cleared on sign-in.

Roles

Role	Typical user	What you can do
Administrator	Owner, head of agency, IT	Everything an agent can do, plus: manage users, the legislation library (Belgian law PDFs), global bank-matching settings, and AI assistant instructions.
Agent	Property manager	Day-to-day work: buildings, units, owners, tenants, leases, payments, transactions, documents hub, building PDFs, AI assistant. Cannot manage users or change the legislation library.

Agents are dashboard users; access to buildings and tenants depends on how each record is assigned.

Administrator settings

Under Settings (administrators only — affects the whole organisation):

Bank matching

Settings for bank reconciliation:

Thresholds — from which match strength Propria auto-matches or suggests a partial link.
Criteria weights — relative importance of IBAN, amount, month, late payment, and name.
Rules — maximum late window, reading the month from the bank description, minimum name similarity.
Exclusions — IBANs to ignore during matching.
Automation — enable or disable automatic matching.

AI assistant instructions

Permanent text added at the start of every AI assistant conversation: tone, jurisdiction, disclaimer (“not legal advice”), internal procedures.

Legislation library

Administrators upload Belgian rental law PDFs, run indexing so the assistant can use them, and can delete documents. Agents can ask questions based on these files but cannot change the library.

Mobile app

Field staff sign in with the same roles for condition reports. Data syncs securely with the dashboard.