B-1 · Roles and Responsibilities¶
Draft page
Captions marked [confirm] and the "Open items" section are still being verified against the live product.
Book B — Agency Administrator Guide · draft v1 (2026-08-29)
Who this book is for: the person at your agency who owns HousingOS — usually the program manager or the IT contact. Daily users have their own guide (Book C); Housing Programs (the vendor) has its own (Book A).
The three parties¶
| Housing Programs (vendor) | You — Agency Administrator | Daily users | |
|---|---|---|---|
| Licence, seats, ApplicationOS subscription | issues and renews | requests changes; keeps the setup PDF safe | — |
| New releases of HousingOS | builds and publishes | installs on workstations / server (▸ B-2); runs the Backend Updater when a release requires it (▸ B-2a) | accepts the update prompt |
| Your data file (backend) | never touches it without you | owns it: location, backups, who can reach it (▸ B-14) | — |
| Staff accounts | — | creates users, sets permission levels, Microsoft 365 sign-in (▸ B-3) | keeps their own record current |
| Agency and program setup | seeds defaults at onboarding | maintains programs, terms, funding sources, fees, income limits, folders, templates (▸ B-4 – B-8) | — |
| Word templates | ships the defaults; edits on request | primary owner of your agency's wording (▸ B-7) | reports "$0.00 / sample text" symptoms |
| Contractors | — | maintains the list and licence checks (▸ B-9) | picks from the list |
| Email / Outlook | Graph app registration | classic vs New Outlook per workstation, letter templates, lead-paint inspector address (▸ B-10) | — |
| ApplicationOS portal | hosts it; agency record | invites staff, roles, program settings, document checklist, landing page (▸ B-11) | works the Inbox / Workroom |
| IDIS | integration | program codes (▸ B-12) | fills the data |
| Audit log | design | reviews (▸ B-13) | — |
| Support | second line | first line — collects version, symptom, screenshot (▸ B-15) | reports to you |
Permission levels in HousingOS¶
Each staff record (Technician) has a permission level; lower numbers have more rights:
| Level | Who | Can |
|---|---|---|
| 1 | Agency administrator | everything below, plus Settings, users, delete applicants/projects, audit log, letter templates |
| 2 | Power user / supervisor | everything users can, plus the ApplicationOS Inbox, Delete Project on a just-created record, deletes on some lists |
| 3 | Standard user | all daily work (Book C) |
| 4+ | Read-mostly | view and report; no deletes, no Inbox |
[confirm the exact meaning of each level — the code gates on < 1.5 / < 2.5 / < 3.5.] The Loan Coordinator and Rehab Specialist roles are project assignments, not permission levels; a few actions (e.g. nudging portal applicants) are limited to staff marked as loan coordinators.
ApplicationOS (portal) roles are separate¶
The web portal has its own three tiers — Agency super admin, Case worker, Read only — with per-program scoping (▸ B-11). A HousingOS administrator is not automatically a portal super admin; invite yourself.
Screenshot shot list¶
| Shot | What |
|---|---|
| B01-01 | Edit User Information / EditUserForm with the permission drop-down (locks level captions) |
Open items for John¶
- Exact permission-level labels and what each unlocks (the code thresholds are 1.5 / 2.5 / 3.5).
- Are agencies expected to run the Backend Updater on their own server, or with Housing Programs on a call? (B-2a is written for self-service per your ruling.)