Least access
Site staff see their communities, not the whole portfolio.
Solutions · By Role
One record. Six ways to see it.
The controller, the community manager, the leasing agent, the technician, the asset manager and the NetSuite admin all touch the same lease. RIOO gives each of them the view their job needs, from the same data.
Your RIOO workspaceLive from NetSuite
FinanceMonth-endon live data
Operations12 requeststoday
Leasing9 toursthis week
NetSuite adminNativeno sync to manage
Why roles matter more than modules
Software is usually sold by module, but work is done by people. A controller doesn't care which screen holds rent collection. They care whether receivables are current. A community manager doesn't think in terms of "AP". They think, "Did the plumber get paid so he'll come back?" Organizing by role shows what changes in each person's day.
Capabilities
Why do role-based permissions matter for property businesses?
Role-based permissions matter because property teams handle sensitive data, including bank details, identity documents and owner financials, and not everyone needs to see all of it. RIOO uses NetSuite roles, so each user sees only the properties, records and actions their job requires, and every change is logged against their name.
Segregation of duties
The person who approves a bill is not the one who pays it.
Audit trail
Changes are recorded with user and time.
Fast onboarding
New starters get a role, not a custom permission list.
What does "solutions by role" mean in RIOO?
Solutions by role means RIOO is organised around the people who run a property business, not just around software modules. Each role, from controller to community manager, gets the screens, dashboards, permissions and tasks it needs, while everyone works on the same NetSuite records, so handoffs between teams do not depend on exports or email.
A rent payment, for example, is seen by the resident as a receipt, by the community manager as a cleared balance and by finance as cash and receivables, without three separate entries.
Explore
Find your role
Finance leaders & controllersCurrent receivables, property P&L, consolidation and an audit trail from statement to source.Find your roleFinance leaders & controllersProperty & community managersLeasing & sales teamsProperty & community managersConsistent records, clean hand-offs and exceptions surfaced before they become complaints.Find your roleFinance leaders & controllersProperty & community managersLeasing & sales teamsLeasing & sales teamsInquiry to contract without retyping, and renewals that start themselves.Find your roleFinance leaders & controllersProperty & community managersLeasing & sales teamsMaintenance & facility teamsPrioritized work orders, balanced schedules, field updates and asset history.Find your roleFinance leaders & controllersProperty & community managersLeasing & sales teamsAsset managers & ownersOccupancy, income, expenses and portfolio reporting from live records.Find your roleFinance leaders & controllersProperty & community managersLeasing & sales teamsAdministrators & NetSuite teamsRoles, permissions, workflows and configuration inside your own NetSuite account. Confirmadministrators as a target persona pageHow it works
How the roles hand work to each other
- 01
Leasing
signs a lease, and charges appear for finance.
- 02
A resident reports an issue, and the community manager sees it while maintenance gets the work order.
- 03
The vendor bills, and finance matches it to the work order.
- 04
Asset managers
see occupancy, income and costs move in their dashboards.
- 05
Administrators
keep access, workflows and configuration aligned as the portfolio grows.
Role-based access, by design
Each person sees what their job requires and nothing else. Access can be scoped by property, portfolio or role, so a site manager sees their communities, a regional lead sees their region, and the CFO sees everything. Every action is recorded.
In detail
What changes across the team
Fewer hand-offs
that rely on email.
No duplicate data entry
between departments.
Shared facts
in every meeting.
Clear ownership
of every step.
In detail
How the roles connect
Most property problems cross roles. Take a single leaking water heater:
In RIOO this is one record trail, not six conversations. Each role page explains what that person sees and does.
The resident reports it in the tenant portal.
The community manager sees it, confirms priority and keeps the resident informed.
Maintenance
gets the work order with the asset's history and records parts and labor.
Finance
sees the vendor invoice match the work order and post to the right property and category.
The asset manager sees repair spend on that asset and weighs replacement.
The NetSuite administrator built the workflow that routed all of it.
Bring your team
Invite each stakeholder to the demo so every role sees its own view.
Compare
Which roles does RIOO support?
RIOO supports the core roles in residential, commercial and mixed portfolios, each with a starting set of dashboards and permissions that can be adjusted. The table shows the main roles, what each one owns and where to read more about how RIOO supports them day to day.
| Role | Owns | Read more |
|---|---|---|
| Finance leaders and controllers | Close, consolidation, reporting | Finance leaders |
| Property and community managers | Residents, leases, site operations | Community managers |
| Leasing and sales teams | Leads, applications, renewals | Leasing teams |
| Maintenance and facility teams | Work orders, assets, vendors | Maintenance teams |
| NetSuite administrators | Configuration, access, integrations | NetSuite administrators |
How it works
How does work pass between roles?
Work passes between roles in RIOO through shared records and status changes rather than messages. When leasing signs a lease, the community manager sees a pending move-in, finance sees scheduled charges and maintenance sees a make-ready task, each in their own view. The steps below follow one tenancy across teams.
- 01
Leasing
converts an applicant into a signed lease.
- 02
Finance
sees the deposit and first charges post to receivables.
- 03
Community manager
completes the move-in checklist and inspection.
- 04
Maintenance
handles requests during the tenancy.
- 05
Community manager
manages notice and move-out.
- 06
Finance
settles the deposit and closes the ledger.
Checklist
How should you plan roles before implementation?
Plan roles before implementation by listing the jobs people actually do and mapping each one to a RIOO role and a set of properties. Doing this early shortens configuration and training, and it avoids granting broad access at go-live that is hard to take back later.
- List every job title that will use RIOO
- Group titles into a small set of roles
- Decide which properties or entities each role can see
- Identify approvals and limits for each role
- Name an owner for each role's training
- Agree how access is removed when people leave
Who is the role-based approach NOT for?
The role-based approach adds little for a single landlord or a two-person team where everyone does everything. It is designed for organisations with separate finance, operations, leasing and maintenance functions, often across several sites or entities, where clear ownership and controlled access save time and reduce errors.
Talk to a specialist
See solutions by role on your own portfolio.
RIOO gives each of them the view their job needs, from the same data.
Can each role have its own dashboard?
Yes. Role-based dashboards and access are configurable, so a controller opens to close status and receivables, a community manager to move-ins and open requests, and a leasing agent to leads and applications. Dashboards use live NetSuite data, and each team can adjust the default layout to suit how they work.
Are permissions managed in NetSuite?
Yes. RIOO runs inside NetSuite, so access is managed with NetSuite roles and permissions rather than a separate user system. Administrators control which records, properties and actions each role can use, and NetSuite logs every change against the user who made it. Confirmwording on how RIOO roles map to NetSuite roles
Is there training by role?
Yes. Implementation includes training for each team, based on the tasks that role performs, such as posting receipts for finance or handling work orders for maintenance. Training uses your own configured data where possible, so people learn the screens and records they will use from the first day after go-live.
Do residents and vendors have roles too?
Residents use the tenant portal to pay rent, submit requests and view documents, rather than a NetSuite role. A dedicated vendor portal is not currently offered, so vendors receive work orders and send invoices through email and the processes your team sets up. Confirm
Can one person hold more than one role?
Yes. In smaller teams one person often covers several roles, such as a property manager who also handles leasing. NetSuite lets a user switch between assigned roles, or you can create a combined role with the permissions they need, while still keeping approval limits and segregation of duties where they matter.
Can owners and investors have a role?
Owners and investors usually see their properties through owner reports and the owner portal rather than a full NetSuite role. This gives them statements, performance and documents for the assets they hold, without access to operational screens or to data from other owners in the same portfolio. Confirmowner portal access model
How many roles should a typical portfolio start with?
Most portfolios start with five to eight roles, covering finance, accounts payable and receivable, community or property management, leasing, maintenance and administration. Starting with a small set keeps training and support simple, and more specialised roles can be added later as teams grow or new property types are acquired.
What happens to a user's access when they leave the company?
When someone leaves, an administrator deactivates their NetSuite user, which removes their access to RIOO immediately while keeping every record they created and changed. Open tasks, approvals and work orders can be reassigned to a colleague, so nothing waits on a person who is no longer there.
Related
Related to solutions by role
