Managing agent vs. property owner: who can see what?
Short answer
In a well-governed management platform, the property owner owns their data outright. A managing agent is granted access to act on the owner’s behalf — optionally scoped to specific properties — and every on-behalf action is labelled and audited. Crucially, the owner can revoke the agent at any time and lose nothing: access ends, the records remain. Occupiers and contractors, meanwhile, only ever see their own leases or jobs.
Who holds the data
The owner’s organisation is the home of the record. A managing agent operates within it on the owner’s behalf rather than holding a separate copy, so there is one source of truth and no reconciliation between agent and owner systems.
Because the owner owns the record, ending an agent relationship is a permission change, not a data migration.
Scoping and on-behalf actions
An agent can be given full access or scoped to particular properties or portfolios. Where the agent acts, the action is marked as ‘acting on behalf’ in the audit trail, so it is always clear who did what and in whose name.
Sensitive actions — transferring or revoking management, sealing a lease — can require a second approver, so no single party can act unilaterally.
Revocation and portal confinement
Revoking an agent takes effect immediately across records and document files alike. The agent’s access stops; the owner’s data is untouched.
Occupiers and contractors are confined by design: an occupier sees only their own lease, unit and property documents; a contractor sees only the job assigned to them. In PropertyAxis360 these boundaries are enforced in the database with row-level security, not merely hidden in the interface.
Frequently asked
Can a managing agent be removed without losing data?
Yes. Because the owner owns the record, revoking an agent ends their access immediately while all data remains with the owner.
Can an agent be limited to some properties?
Yes — access can be scoped to specific properties or portfolios, and on-behalf actions are labelled and audited.
What can an occupier or contractor see?
Only their own records: an occupier their own lease and its documents; a contractor only the job assigned to them. Nothing else in the portfolio.
Track this properly in PropertyAxis360.
Key dates, arrears and access — one governed platform.