This article explains what PortalWX permissions are, where you set them, and the rules that decide what an administrator can and cannot switch on. It is the starting point for the per-module articles listed at the end.
What a PortalWX permission is
A PortalWX permission is a toggle that lets a person open a part of PortalWX and work in it. Every permission exists in two places:
- On a company – Companies ▸ open the company ▸ Permissions tab. This defines what the company as a whole may use.
- On a user – People ▸ open the user ▸ Permissions tab. This defines what that one person may use.
Three things must all be true
Before a person can use something, all three have to line up:
- The building uses the module. Sharry switches modules (Guestbook, Parking, Bookings 2.0…) on for your building. If a module is off, its permissions do not appear anywhere in PortalWX.
- The company has the permission – on the company's Permissions tab.
- The person has the permission – on the user's Permissions tab.
A permission switched on for a user but not for their company has no effect. PortalWX does not even offer that toggle on the user, so if you cannot find a permission on someone, check their company first.
Module permissions and their sub-permissions
Permissions are grouped by module (People, Access, Company, Content, Guestbook, Restaurants, Service requests, Parking, Reservations, Bookings 2.0, Integrator, Management settings). The first toggle in each group is the module permission, for example Guestbook. It only shows the module in the menu. The toggles under it, such as Send Guestpass, are what let the user actually do something. A sub-permission stays greyed out until the module permission is on, and switching the module permission off switches all of its sub-permissions off as well.
Permissions flow down the company tree
| Level | Example | Gets its permissions from |
|---|---|---|
| Property-manager company | Building management | Sharry |
| Company | An office company in the building | The property-manager company |
| Sub-company | A department or a subleasing company | Its parent company |
| User | An employee of any of the above | Their own company |
A new sub-company automatically has everything its parent has. Two limits follow from the tree:
- A company can only pass on what it has. If a permission is switched off on a company, it is off for every sub-company and every person below it, and no one below can switch it back on.
- An administrator can only grant what they hold. To change other people's permissions you need the People permission, you can only edit people in your own company and its sub-companies, and you can only switch on toggles that are switched on for you. Editing a company's Permissions tab also needs Manage Company Settings.
Example: a company has People, Content and Guestbook. Its first administrator holds People and Content, so they can hand out People and Content – but never Guestbook.
Switching a permission back on restores what people had before: nothing is deleted when you switch it off on a company, the settings below are only hidden.
Who is a PortalWX administrator
Anyone with at least one PortalWX permission is a PortalWX administrator and appears under People ▸ PortalWX admins. When you switch on a user's first PortalWX permission, PortalWX offers to send them the invitation e-mail (Invite now). One exception: Bookings 2.0 on its own does not allow logging in – combine it with any other module permission.
Good to know
- Every toggle saves immediately; there is no Save button. The change applies once the person reloads PortalWX or restarts the app – no new login needed.
- You cannot edit your own permissions – ask another administrator.
- Every change is recorded on the user's Change history tab, with who made it and when.
- PortalWX permissions and mobile app permissions are separate toggles, even when they share a name (for example Send Guestpass). Switching on one does nothing for the other – see Mobile app permissions — overview.
Permissions by module
- People permissions
- Access permissions
- Company permissions
- Content permissions
- Guestbook permissions
- Restaurants permissions
- Service requests permission
- Parking permissions
- Reservations (Bookings 1.0) permissions
- Bookings 2.0 permissions
- Management settings permission
- Integrator – manage sites, locations and integration settings across all companies of the project. A single toggle with no sub-permissions, normally held only by the property-manager company.
See also: Which permission do I need for…, A user has the permission but still can't use the feature.