Understanding User Roles

Learn about Property Admin and User roles to manage your team effectively and ensure everyone has the right level of access.

User roles on the Visiting Media platform control what team members can access and manage. Understanding these roles helps you assign the right permissions, maintain platform organization, and empower your team to work efficiently.

Property Admin Role

Property Admins have full platform access and management capabilities. Multiple Property Admins can be assigned to a single property, allowing team members to share administrative responsibilities based on their expertise.

Property Admin Access Privileges

Property Admins have comprehensive system access, including:

• Full Asset Library Management: Upload, edit, delete, categorize, and tag assets
• Complete User Management: Add users, assign roles, and remove users when needed
• Analytics Access: View all property analytics including asset, tour, and channel performance (Plus and Pro only)
• Property Settings: Configure property information and platform customization
• Tour Management: Access all tours, manage catalog visibility, and control sharing settings
• Pro Features: Access advanced capabilities like voice memos and unlimited tour creation (Pro only)

This role is ideal for: General Managers, Directors of Sales and Marketing, Sales Managers, or team members who oversee sales operations and content strategy.

Property Admin Responsibilities

Property Admins handle strategic, operational, and technical aspects of platform management:

Strategic Responsibilities:

• Drive platform adoption across your organization
• Make strategic decisions about content and platform usage
• Monitor analytics for performance trends and insights
• Serve as primary point of contact with your Customer Success Manager
• Implement expectations set by management company or brand (if applicable)

Operational Responsibilities:

• Manage sales and marketing materials by uploading and organizing photos, videos, documents, and floor plans
• Establish content organization based on property-specific needs
• Coordinate platform launch and implementation
• Add and manage users during initial setup and ongoing
• Ensure team training and platform adoption

Technical Leadership Responsibilities:

• Ensure consistent usage across the team
• Onboard new employees as they join
• Serve as subject matter expert for platform-related questions
• Plan photoshoots and manage content distribution

User Role

Standard platform users from Sales, Events, Marketing, and related departments who create and share tours with prospects and customers.

User Access Privileges

Users have access to essential features needed for day-to-day sales and marketing activities:

• View Asset Library: Access all approved property assets
• Create Tours: Build one Custom Tour per user (Plus) or unlimited Custom Tours (Pro)
• Engagement Tools: Use digital business cards and receive engagement notifications (Plus and Pro)
• Tour Analytics: View analytics for tours they've created and shared (Plus and Pro)
• Contacts: Manage their own contact list and track engagement
• Training Resources: Access all training videos and help center content

Key Limitations Compared to Property Admin

• Cannot add or delete other users
• Cannot manage property settings
• Cannot upload, edit, or delete assets from the Asset Library
• Limited analytics access (can only see analytics for their own tours)
• Cannot configure integrations or advanced settings

Feature Access Comparison

Feature Area	Property Admin	User
Asset Library	Full management (upload, edit, delete, organize)	View only
Create Custom Tours	Unlimited	1 per user (Plus) Unlimited (Pro)
User Management	Add, edit, remove users	No access
Analytics	Complete property analytics	View own tour analytics only
Property Settings	Full configuration access	No access
Contacts	Full access	Manage own contact ingo
Notifications	Asset and engagement notifications	Engagement notifications only

Role Assignment Best Practices

When assigning roles within your organization:

• Designate 2-3 Property Admins per property for redundancy and coverage
• Select Property Admins with decision-making authority and technical aptitude
• Provide role-appropriate training based on each user's responsibilities
• Review role assignments quarterly to ensure proper access as your team evolves
• Create a succession plan to maintain platform knowledge if key personnel leave
• Start small: Add Property Admins first, organize content, then invite the broader team

Next Steps

Work with your Customer Success Manager to identify the right team members for Property Admin and User roles based on your organizational structure and content strategy.

Need additional help? Contact our support team and we'll be happy to assist you.