PRODUCT DOCS
Roles, participants and record access
Understand why a landlord or tenant label does not grant every record or document.
Role and record scope
A landlord or tenant role selects a workspace. Record access also depends on the current authenticated account, participant or owner relationship, access period and workflow. Someone with a landlord role cannot read another landlord’s tenancy merely by changing a link.
Different parts can have different audiences
Condition reports, documents, handover items, conversations and cases follow their own audience checks. A linked tenancy does not guarantee every attached item is visible. Invitation access is limited to its authorised task; it does not create general account privileges.
Common access boundaries
These are product concepts; the existing server checks decide actual access.
| Context | Who can see it |
|---|---|
| Public Help / Docs / public offer | Visitors can read the explicitly published content; audience filters load no account records. |
| Property documents | The authorised property owner; tenancy linkage alone does not share them. |
| Application / submitted version | The applicant and the permitted provider/intake review audience. |
| Conversation | Its permitted members/contact relationship, with type-specific controls. |
| Tenancy document or case | Its own participant, time-period and audience checks; some cases are private. |
| Recipient/claimant evidence | The offered actor-specific scope; another person’s costs or receipt are not automatically yours to view or change. |
If access is missing
Check the account and invitation recipient, then reopen the record from your own workspace. A participant access period can end while historical evidence remains retained. Ask the provider or support to check the relationship; do not forward private links or use another person’s account.
Expected behaviour
Unavailable or inaccessible records may appear as not found or an access error. Public Help and Docs contain general instructions only. Search and audience filters never load your account records.
Party changes and retained history
A party agreement can require exact signatures, application/progression and an effective boundary before access changes. A future executed proposal does not prove current membership already changed. Previous documents and permitted history can remain retained after access ends. Use your own current account/invitation; forwarding a private link does not transfer the right to act.
Product guidance, not legal advice or a guarantee of compliance. For jurisdiction-specific requirements, check current official guidance or obtain advice for your circumstances.