Managing Community Users and Residents

Create, edit and delete user accounts in Access > User List, and find, open and delete residents and users in Community > Residents.

This article is for community staff. MyWatchtower has two lists of people:

Access > User List shows each person with a MyWatchtower account in your community, with their community role. Here you create, edit and delete user accounts.

Community > Residents shows each person who lives at a property, with or without an account.

Who can do what

Your community role controls what you can do on these lists. An Admin can change the roles in Settings > Roles. By default:

Task	Permission	Default roles
See the User List	User accounts: View	Admin, Supervisor, Gate Attendant
Create a user, change a community role	User accounts: Add & edit	Admin
Delete a user	User accounts: Delete	Admin
Add a user to a property, change or remove a property role	Property access: Add & edit	Admin, Supervisor, Gate Attendant
See the Residents list	Residents: View	Admin, Supervisor, Gate Attendant
Delete a resident	Residents: Add & edit	Admin, Supervisor, Gate Attendant

The User List

Open Access > User List. The Users page shows each user in a row:

The name and the email address.

A chip with the community role, such as ADMIN or GATE ATTENDANT.

Invite Pending, if the person did not accept the invite email yet. To send the invite again, select the mail button at the end of the row.

The trash button, if you can delete the user. See "Delete a user" below.

The Users page on a computer, with the search box, the Role filter, the Sort menu, the Create User button and four users with their role chips

To find a user, type at least 3 characters in Search users. To show the users of one role, select a role in Role. The list shows the custom roles of your community too. To sort by first name, select Name A–Z or Name Z–A in Sort, or select the User column header. The address in your browser keeps the search, the filter, the sort and the page, so you can share a link to the same view.

Create a user

1. Select Create User.

2. Select the tab for the person:

Staff User for community staff. An Admin sees this tab first.

Resident User for a person who lives at a property.

3. To add a photo of the person, select Add photo. The photo is optional. You can also add it later in the Edit User dialog.

4. Type the First Name, the Last Name and the Email.

5. Type the Phone. A staff user can have no phone number. A resident user must have one.

6. Under Account Setup, select one option:

Send an invite email: the person gets an email and sets their own password. This is the default.

Set their password now: type the Password and the Confirm Password. Give the password to the person yourself.

7. Give the person a role:

For a staff user, select the Staff Role. The default is Gate Attendant.

For a resident user, find the address in Search for a property, then select the Property Role: Owner, Manager or Resident.

8. Select the button at the bottom of the dialog. Its label tells you what it does: Invite Staff Member, Create Staff Member, Invite Resident or Create Resident.

If your community is part of a community group, the dialog also shows Communities on the Staff User tab and Community on the Resident User tab. You can add a staff user to more than one community of the group at the same time.

The Staff User tab of the Create User dialog, with the photo button, the name, email and phone fields, and Account Setup

The Resident User tab of the Create User dialog, with 101 Heron Bend Lane in the property search and Resident as the Property Role

Which roles you can give

The Staff Role list shows each community role except Resident, custom roles included. You can give only a role that is below your own role. An Admin can also give the Admin role. A role that you cannot give shows At or above your role, and you cannot select it. Only JEKA support can give the Super Admin role.

If the email address already has an account

If the email address has a MyWatchtower account in a different community, MyWatchtower adds that account to your community with the role that you selected. The name, the phone number, the password and the photo of the account do not change, and the person gets no invite email.

If the person is already a member of your community, the dialog stays open and shows a message under Email, for example "This user is already a member of" and the name of the community.

Edit a user

Select a row in the User List. The Edit User dialog opens. The User List has no separate page for each user.

In the dialog, you can:

Add or change the photo.

Change the First Name, the Last Name and the Phone. You cannot change the Email. The person changes it on their own Account page.

Change the User Role, which is the community role. Only a role with User accounts set to Add & edit can change it.

Change the properties of the person, under Property Management.

Current Properties shows each property of the person, with their property role.

The Edit User dialog of a resident user, with the User Role, Property Management and three current properties

To change the properties of the person, select a Property Action:

Add to Property: find the address in Search for a property, then select the Property Role.

Update Property Role: select the property in Select Property, then select the new Property Role.

Remove from Property: select the property in Select Property.

Then select Save. To close the dialog with no change, select Cancel.

Remove from Property in this dialog does not show which access credentials the person loses. To see that before you confirm, remove the person on the Residents tab of the property. The Remove User dialog there tells you.

Users that you cannot change

The role order applies to each change. You cannot change a user whose role is at or above your own role. An Admin can change another Admin. When you cannot change a user, the dialog shows one of these messages, and Save is not available:

"This user holds a role at or above your own, so you cannot change them."

"Only JEKA support can change a Super Admin."

Delete a user

When you delete a user, MyWatchtower removes the person from your community. It also removes the access credentials that the person holds in your community. The MyWatchtower account of the person stays, with its other communities.

1. In the User List, select the trash button on the row of the person.

2. The Delete User dialog asks "Are you sure you want to delete" and the name of the person. MyWatchtower checks which access credentials the person holds. Until the check is complete, Delete is not available.

3. If the person holds credentials, a warning in the dialog gives the name of the person and the number of credentials that the removal takes.

4. Select Delete. To keep the person, select Cancel.

The Delete User dialog, with the Cancel and Delete buttons

If the check fails, the dialog tells you that the removal cannot go ahead. Select Cancel and try again.

The trash button does not show:

On your own row.

On a user whose role is at or above your own role. An Admin can delete another Admin.

On a Super Admin, unless you are JEKA support.

To delete a user, your role needs User accounts set to Delete.

Community > Residents

Open Community > Residents. The Residents page shows two kinds of people in one list:

A User has a MyWatchtower account. The row shows the email address of the person and their community role.

A Resident is a person who lives at a property and has no account, such as a child. Staff use the record to know the people of a property at the gate.

To show only one kind, select All, Users or Residents at the top of the list. Each option shows how many people it holds.

The Residents page on a computer, with All, Users and Residents, the Role and Access filters, and resident and user rows with their properties, roles and access icons

Each row shows these columns:

Name: the name of the person, then User or Resident.

Property: the address of the person. A user with more than one property shows each address.

Role: the community role of a user. A resident has no role.

Access: an icon for each access that the person holds: Kiosk PIN, QR pass, Access card, Mobile Pass or Linked vehicle. Hold the pointer on an icon to see its name.

Added: the date when the person was added.

To find a person, type at least 3 characters of a name, an email address, a phone number or an address in Search residents. To show the people of one community role, use Role. To show the people who hold one kind of access, use Access. Sort orders the list by name, by property, by role (highest or lowest role first) or by the date added.

You cannot add a person on this page. To add a resident, open the property and use the Residents tab. See *Add a Resident to Your Property*.

Open a person

Select a row:

A Resident row opens the page of the resident.

A User row opens the User Details page. It shows the email address, the phone number and the properties of the user, their credentials, their entry history and their audit history. If the user did not accept the invite email yet, select Resend Invite to send it again.

Delete a person from the Residents list

On a Resident row, select the trash button. The Delete Resident dialog opens. Select Delete to delete the record, or Cancel to keep it.

You cannot delete a user on this page. If you select Delete for a user, MyWatchtower shows "Cannot delete user from community view. Please delete from property view." and makes no change. Do one of these instead:

To remove the user from one property, use the Residents tab of the property.

To remove the user from your community, use Access > User List.

Need help?

If you do not see Create User, a trash button or a page in this article, your role does not have the permission. Ask an Admin of your community, or contact MyWatchtower support.