Two related updates ship together in this release: the ability to assign tenant users to multiple companies, and a redesigned billable approval workflow with new per-user permissions. Together, they give property management teams greater control over who can submit requests and manage billable approvals across the companies in their portfolio.
Multi-Company User Access
A tenant user can now be assigned to more than one company, allowing them to submit Service Requests and view or approve billable items across all companies they manage without needing separate logins.
When to use this
Multi-company access is suited for users such as facilities managers or company administrators who are responsible for managing requests across more than one company within your portfolio.
How to set it up
In Contact Management, open the Add User or Edit User page for the tenant.
Under Tenant Center Permissions, locate Tenant Center Admin, and select Grant.
User can be assigned to multiple companies will appear as a sub selection once Tenant Center Admin has been set to Grant
A Tenant Center Company Access list will appear. Check the box next to each additional company the user should have access to. The user's primary company is always included and cannot be removed here.
Click Submit to save.
How it works in the Tenant Center
When a multi-company user logs into the Tenant Center and submits a Service Request, they will be prompted to select a company before the request form appears. This ensures requests are always submitted under the correct company.
If the user has been granted billable approval permissions for a company, they will also be able to view and approve billable items on Service Requests associated with that company.
New Billable Permissions in Contact Management
Two new user permissions are now available on the Contact Management User Details page under Tenant Center Permissions > Service Request section:
User can view billable items: allows the user to see billable items on Service Requests in the Tenant Center.
User can approve billable items: allows the user to approve or decline billable items. When approve billable items permission is granted it will automatically grant view permission as well.
How the Approval Workflow Functions
When a billable item is added to a Service Request, the approval process depends on the permissions of the user associated with the request:
When the user can approve
The Request Approval link is available. Clicking it sends an approval request email to all users in the company who have approve billable item permission.
When the user can view but not approve
An alert is displayed listing the users in the company who do have approve billable items permission. Staff can proceed with adding the billable, and the approval request can be sent to an eligible approver.
When no approver exists in the company
An alert is displayed: "A billable item has been added to this request, but no users in this company have permission to approve billable items. Approval cannot be requested at this time."
To resolve this, a user in the company must first be granted the approve billable item permission in Contact Management.
The Tenant Center Approval Experience
The "Your Billable Approvals Requested" panel that previously appeared at the top of the Service Request list page has been removed. It has been replaced by a column that indicates when a request has a billable item that requires approval.
When a user with Approve permission receives an approval request email, they can click the link to review the billable items in the Tenant Center. The approval page shows:
The details of the billable item requiring approval.
An Approve Billable Items action box and a Do Not Approve Billable Items action box.
Approve Now and Decline Now buttons to submit the decision.