Permissions by role

Resident

• Submit and view own reports
• Add photos and files to their own reports. Residents can't add files to anyone else's report
• See their report's number and status: Submitted, Acknowledged, or Linked to maintenance once council attaches it to a card
• Read library documents filed under the Bylaw, Rule, or Insurance categories. Other categories such as Minutes or Financial stay hidden, and a document with no category is never visible to residents
• Profile & sign-in and Privacy & data settings only, and their own profile in every strata they belong to

Residents can't see or change council records, even ones connected to their own report: maintenance cards and their files, notes, questions and activity; quotes and council votes; the depreciation forecast; contractors and contracts; other people's reports.

Residents can't see other members either: no names, units, buildings or roles, and not who asked to join council or who was deactivated. The only council detail a resident's screen uses is which council roles are filled, so the "Council rotation is in progress" banner shows during a handover.

Core council (president, VP, treasurer, secretary, council member, transition member)

• Maintenance board (operate rules still apply)
• Reports, contractors and contracts, documents, timeline
• Maintenance cards, their files and quotes, and council votes — council only; residents never see them
• Members: names, units, buildings and roles of everyone in the strata, including who asked to join council — council only (a Pleno support session can see them too)
• Add and edit contractors in the directory, edit contracts, link quotes to a contractor
• Voting when eligible

Operate maintenance cards

Core council + maintenance coordinator + privacy officer + transition member + property manager with delegated admin.
Excludes bylaw officer, non-delegated property manager, and anyone inside the 90-day read-only overlap after their term ends.

Admins (president, VP, delegated PM)

Admins (president, VP, delegated PM) can:

• Settings (people, access & permissions, notifications)
• Invites, deletions, approval request/cancel/offline record
• Maintenance projects: create, add and remove items, set the contingency, request project votes, add change orders (not during the 90-day read-only overlap after a term ends)
• Acknowledge reports (all council members too, when the strata lets every member review)
• On a draft in Needs review that Looks like another card, Move it there or Dismiss (all council members too, when the strata lets every member review drafts; moving one not during the 90-day read-only overlap after a term ends)
• Category and document admin
• Add, archive, and reactivate contracts (deleting a contract or a contractor: president or VP only)
• Strata data export (any plan)

Contractor outreach

Property manager (delegated or not), president, or VP — not during the 90-day read-only overlap after a term ends:

• Share files from a card with someone outside Pleno, and extend or revoke those links (each link records who did it)
• Request quotes from a card and mark each request quoted, selected or declined
• Fix a bounced contractor's address and send the request again
• On Pro, ask Pleno to read a contractor's reply (Read the quote, Try again) and add a price it read to the card's quotes (Add as quote, Replace)
• On every plan, add a quote to a card by hand, edit a quote added by hand, and delete any quote (Vendor quotes, on an open card with no council vote open)
• Add contractors to the directory, on the Contractors page or from a request (editing and deleting contractors follow the contracts rules above)
• Approve or reject messages held for approval in a card's conversations
• See mail held at the strata's Pleno address (from a contractor in the directory, or held by the sender check), release it onto a card or as a draft, or reject it
• Write in any conversation on the strata's cards

Every council member can see a card's shared links, who they went to, and when they were opened, and can read the card's contractors and every conversation. A council member copied on a conversation can reply in it. Every council member sees the card's quotes and the prices Pleno read from a contractor's reply; only the people above add, edit or delete quotes. Residents never see any of it. During a support session, Pleno staff see who wrote and when, and delivery, never message text, files or the prices read from them, and can't ask Pleno to read a reply, or add, edit or delete a quote; a price someone added is one of the card's quotes, which they see like any other. They never see held mail's subject, text or files, and can't release or reject it, or move a draft. Links close with their card. See Sharing files with a contractor and Requesting quotes and contractor conversations.

Billing

Ask AI / depreciation

Council on Pro (+ operate permission for forecast writes).

Sharing Ask AI chats:

• Every council member who can use Ask AI — the property manager included, with or without delegated admin — can share their own chats with the whole council or chosen members, read chats shared with them, and copy one into a chat of their own (Continue in my own chat).
• A chat shared by link (Copy link) can be read by any council member who opens the link, like one shared with the whole council; nobody is emailed and it isn't listed under Shared with me.
• Only a chat's owner writes in it, changes who it goes to, or stops sharing it. Inside the 90-day read-only overlap after a term ends, members can read chats shared with them and stop sharing their own, but can't share a chat or change who it goes to.
• Answers that used items waiting in Needs review show only to people who can review them: admins (president, VP, delegated PM; as for draft cards, not as admins during the 90-day read-only overlap), and every council member when the strata lets all council review.
• Residents, contractors and Pleno support sessions never see a shared chat. See Sharing a chat with council.
• On Free, none of this is available, stopping a share included, and shared chats stop opening for everyone as soon as the strata is on Free.

Related

• Roles explained
• Council vs resident access