User Management

 

1. Introduction

Managing user creation in Yardi requires a balance between operational speed and strict security controls. A well-defined process ensures that users have exactly the access they need to perform their jobs without compromising data integrity.

2. Standard end-to-end user management workflow for New User creation.

1. Request and Approval Phase
2. Technical Setup in Yardi
3. Communication and Onboarding
4. Post-Creation Audit

1. Request and Approval Phase

Standardized Request Form: Even before the user the created in Yardi system an Access request form or User creation form should be sent through email or ticketing system. Role Identification: The requester should mention the role that needs to be assign to the user for the workflow approval matrix is required.

2. Technical Setup in Yardi

Create the User Record: User ID: Follow a consistent naming convention, also enter the required information to create the user.

Assign Security Groups: Assign the user to one or more Security Groups.

Property Security: Filter the user’s access by Property List or Property Group. Ensure they only see the assets within their specific portfolio.

3. Communication and Onboarding

Welcome Email: Send a secure notification with the Yardi URL, Username, and instructions for the initial login/password reset.

Multi-Factor Authentication (MFA): Ensure the user is prompted to set up MFA

4. Post-Creation Audit

Verification: Does the setup match the original request?

Access Test: Does the user have access to the correct properties?

3. Offboarding/Deactivation of the user

A streamlined Offboarding/Deactivation Workflow is just as important as the setup. Promptly deactivating users protects your data and ensures you aren’t paying for Yardi licenses you no longer need.

1. Trigger & Timeline

The process should begin the moment Department Head confirms an employee’s last day (or immediate termination).

• Standard Exit: Deactivate at the close of business on the last day.
• Immediate Exit: Deactivate instantly upon notification.

2. Technical Deactivation Steps

Disable the User ID

1. Uncheck “Active”: This is the most important click. It immediately prevents any further login attempts.
2. Remove Security Groups: Strip all groups from the user profile. This ensures that even if the account were accidentally reactivated, it would have zero permissions.
3. Wipe Property Access: Remove all property filters.
4. Email Notification: If using Yardi’s automated notifications, ensure the user’s email is removed from any distribution lists or alert groups.

Workflow & Approval Clean-up – If the user was part of an approval chain (especially in PayScan or Work Orders), their departure can stall your operations.

A Roadmap was ensured for the user management while the clean-up process was carried out for a client

• This roadmap was designed to move the organization from potentially ad-hoc setups to a structured, audit-proof environment.

1.Recommendations for 100% Quality check

• The “Gold Standard” Role: Create a master list of what a “Property Manager” should see. This prevents “Permission Creep” where users accumulate access they no longer need.
• The Paper Trail: Quality is defined by evidence. Ensure that for every user created, there is a corresponding PDF or ticket stored in the archives.
• Security Controls – Minimal permission overlaps and secured entry points

2. Conclusion & Lessons Learned

Through the implementation of these four phases, several critical lessons typically emerge for Yardi Administrators and Technology Specialists:

1. Documentation is the Only Source of TruthFinal Scope:
2. “Least Privilege” Boosts Productivity
3. Offboarding is More Critical than Onboarding.
4. The “Continuous Audit” phase is required for the clean environment of the User management.