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Documentation Index

Fetch the complete documentation index at: https://docs.spacebaseapp.com/llms.txt

Use this file to discover all available pages before exploring further.

Spacebase user permissions configuration screen showing group-level and user-level access controls

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User Access & Permissions

Spacebase includes highly configurable and granular user permission settings designed to support strong internal controls and appropriate segregation of duties across accounting, real estate, and operational teams. User roles and permissions can be tailored to limit access based on responsibilities, allowing organizations to control who can view, create, edit, approve, or export specific data and workflows within the platform. This flexibility helps organizations align system access with their internal control framework, reduce the risk of unauthorized changes, and support audit and compliance requirements, including SOX-related control environments.

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How are users, access, and permissions managed in Spacebase?

Users are managed in the following ways:
  • Access via SSO / SAML setup or with a username or password.
  • Permissions via Group-level permission settings and by User-level permission settings.

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How do I add a new user to my account?

To add new users, you will need to have admin permissions in order to access the Company page.
1

Open the Users tab

On the main sidebar, select Company, which will open to the first tab within Company called Users.
2

Click on the Create User button in the top right of the page

3

Enter the user's details

Enter their Title, Email address, First name, and Last name, and click the Create User button, which will open a new page for Edit User Permissions.
4

Assign a group

On the Edit User Permissions page, select the Group that you would like to assign this user, and then click the Update User Permissions button.
5

Send the invitation

That will create a new account for that person, and send them an automated email invitation from you that they can use to set their password and activate their account.

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How do I reactivate a removed user?

1

Navigate to the Company page from the main sidebar menu

2

Click View removed users

In the Removed Users section, click on the View removed users link.
3

Click on the user account that you would like to re-activate

4

Click the Re-activate User button

You are not able to edit any of their User Details here.
This will re-activate the user account, and send them an automated notification email letting them know that they’ve been given access to their account. You can then edit the user’s information, access, and permissions the same as any active user.

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How do I change a user’s permissions?

There are two methods to changing permissions:
  • Updating the permissions for the Group.
  • Updating the user’s individual permissions (Object Access).
When you update permissions for a Group, the permissions will change for all users assigned to that group. To update the group permissions:
1

Open the Users tab

On the main sidebar select Company, which will open to the first tab within Company called Users.
2

Click on the Groups tab at the top of the page

3

Select the row of the Group name you wish to change permissions for

4

Select Edit Group in the top right hand corner

5

Edit the group

In the Edit Group window, you can change:
  • Name
  • SAML name description
  • Select or deselect granular settings options for all areas of Spacebase
6

Save the changes

At the bottom of the screen select Update Group, and all users within that group will have new permissions.
If you wish to update just one user’s individual permissions:
1

Open the Users tab

On the main sidebar select Company, which will open to the first tab within Company called Users.
2

Select the row with the user's name

3

Click Edit beside Object Access

If the user is in one of the Admin groups, you may not be able to Edit their Object Access. Update their Group before changing individual access.
Now you can select for this user to see either All leases or a Subset of leases. Select Update Access. If you select the Subset of leases, on the User page there will be new fields to edit:
  • Leases: Select Edit beside Leases to select specific leases this user is able to access.
  • Regions: Based on the regions populated in Spacebase Leases (e.g. Americas, APAC, EMEA, etc.), select specific regions this user is able to access.
  • Countries: Based on the countries populated in Spacebase Leases (e.g. Brazil, Canada, Germany, etc.), select specific countries this user is able to access.
  • Cities: Based on the cities populated in Spacebase Leases (e.g. Atlanta, Barcelona, Seattle, etc.), select specific cities this user is able to access.
  • Property Types: Based on the property types populated in Spacebase Leases (e.g. Office, Data Center, Land, etc.), select specific property types this user is able to access.
  • Custom Fields: Based on the custom fields populated in Spacebase Leases (e.g. GL Codes, Business Segments, etc.), select specific custom fields this user is able to access.

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What Groups are available to manage users and user permissions?

Depending on your organization’s internal controls and processes, you may wish to create Custom Groups by clicking on the Create Group button on the Groups page.
Best Practice!For organizations operating with SOX controls, you may wish to set up a Finance Systems / IT Coordinator / Company Administrator group that provisions access and grants permissions. This prevents users creating financial data from also being able to provision access, creating a segregation of duties under Internal General Controls (ITGCs).
The following groups are available by default in your account:
  • Read-Only: Can view lease data.
  • Portfolio Admin: Can create, update, and view lease data.
  • Lease Accountant - Read-Only: Can view lease data and accounting lease data.
  • Lease Accountant: Can create, update, and view lease data and accounting lease data.
  • Lease Accountant - Review Leases: Can create, update, and view lease data and accounting lease data, as well as review leases.
  • Lease Accountant - Approve Leases: Can create, update, and view lease data and accounting lease data, as well as approve leases.
  • Accounting Admin: Can create, update, and view lease data, accounting lease data, and company settings, as well as review and approve accounting leases.
  • Company Admin: Can create, update, and view company settings.
  • Super Admin: Can create, update, and view lease data, accounting lease data, company settings, and all modules, as well as review and approve accounting leases.

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User Account Settings

Under Account Settings you can:
  • Update your email address
  • Update your password
  • Update various settings
To update your email address or password, you will need to provide and confirm your current password. If you have SSO enabled, please contact your Spacebase representative. To update various settings:
1

Open the Account drop-down

In the top right hand corner, select the Account drop-down.
2

Select Account Settings from the list

3

Select Update Settings in the top left hand corner of the Account Settings page

4

Make updates

Make updates to:
  • First name
  • Last name
  • Title
  • Default Currency
  • Select or deselect Display lease expenses in local currency by default
  • Define the Default area units (e.g. Square Feet)
  • Select or deselect Always display lease size in local unit of measurement by default
  • Time zone
  • Email notifications (enabled or disabled)
  • Avatar color
5

Configure Important Date Categories

Under Important Date Categories, select:
  • Available important date categories and Chosen important date categories.
  • Choose important date categories by selecting them and then select the Choose arrow button.
  • Remove important date categories by selecting them and then select the Remove arrow button.
6

Configure Email Notifications

Under Email Notifications, select or deselect the following options:
  • Critical dates weekly digest
  • Recurring leases weekly summary
  • Lease published
  • Lease file uploaded
  • Lease abstraction begins
  • Issue added to lease
  • Accounting lease moved to needs review
  • Accounting lease approved
  • Payments module alerts
  • Filter critical dates email by specific categories
7

Confirm changes

Select Update Account to confirm changes.

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Notifications

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How do I manage notifications?

Notification preferences can be managed in a couple of places depending on your level of access. Individual users can update their settings under Account (top right-hand corner) → Account Settings → Notifications section. Admins or designated users can also adjust settings for others under Company > Users. This flexibility allows both personal customization and centralized oversight when needed. Available notifications include updates such as weekly digests for critical dates and transactions, lease activity (published, uploaded, abstraction started), issue tracking, approval workflows, and payment alerts. You can also refine critical date emails by filtering for specific categories to keep communications focused and relevant.
Best Practice!It’s recommended to subscribe to the Lease file uploaded notifications. This ensures immediate visibility into new lease agreements or key lease documents as they are added, helping you stay ahead of potential accounting impacts now or in the future.