Users and Roles

Users and Roles is where Team Owners and Managers can add/edit/remove team members in the market space. You have a set number of users that you can invite depending on which plan you are on. Additional users past your plan's limit will be $20/month per user.

Level

• Agent: 
  • Agent permission will have very basic access to the system. They will not have access to Team Settings, Team Users, Campaigns, and Sequences. They will also not receive certain notifications, namely: Offer Made, Under Contract, Closed, Cancelled. 
• Manager:
  • Manager permission will have access to everything in the system.

Users

1. Select a team on the left menu
2. Click ⚙️ the cogwheel icon
3. Select Users and Roles
4. Select Users then click on the plus sign at the top right of the screen
5. Enter the email of the user
6. Choose the role of the user then click on Invite

Remove a User

Removing a user from the team will prompt you to reassign their Opportunities to a team member so nothing gets lost and falls through the cracks.

7. Click on the drop down next to their name, then scroll to the bottom and click the red button labelled Delete

Change a User Level

1. Select a team on the left menu
2. Click ⚙️ the cogwheel icon
3. Select Users and Roles 
4. Click on the user's role to change it

Restrict Access

Restrict access is a tool that allows you to blind your team members to opportunities so they can only see items that are assigned to them. Use this feature if you want your team members to only focus on what is assigned to their account. The Restrict Access option can only be applied to Agent roles.

1. Select a Team on the left menu
2. Click ⚙️ the cogwheel icon
3.  Select Users and Roles
4. Select Team Users
5. Click the toggle to turn Restrict Opportunity Access on or off 

Opportunity Limit

This feature allows you to cap the number of opportunities your team members can take ownership of. This prevents them from biting more than what they can chew and ensures that they work on the ones assigned to them before taking on the next one.

6. Enter a number for the maximum amount of opportunities the user can have

Editing another user's profile

Owners and managers can now edit account/ profile information for other users. They can edit the text/email signature and the message itself.

1. Select a team on the left menu
2. Click ⚙️ the cogwheel icon
3. Select Users and Roles
4. Click on the pencil icon on the left side of the user whose details you want to edit, mainly text/email signature

From there you can edit the user profile as needed. For more information on how to do so see the My Profile Settings documents. 

Roles

Roles let you customize what your team members will have access to depending on their role in your team. If you have a Follow-up Specialist in your team, for example, they do not need the ability to make an offer or put an opportunity under contract. This will let you remove those options in their access.

Permissions

1. Select a team you wish to edit
2. Click ⚙️ the cogwheel icon
3. Select Users and Roles
4. Go to the Roles tab 
5. Click +Add Role at the bottom
6. Enter the Role name and save
7. After saving, you will be redirected to the Permissions tab of the Role. Select which sections of the system this Role should have access to. This only has Transactions and Opportunity Form Management. This means no user will have access to Transactions if they do not need to. Under the transaction checkbox there is the "Manage Opportunity Forms". By default, Agents will not be able to edit Opportunity Forms, However if you choose to disable the feature, anyone in the team will be able to edit or delete the forms.

Next Action

1.  Go to the Next Actions tab
2. Select the next actions that this Role will have available in the drop-down
3. Click 💾 the Save button at the bottom-right corner of the page

After creating a role, you can assign this to your users in the Users tab.

1. In the Users tab, click Choose Role on an agent user
2. Select the role/s of the user. You can assign more than one role to a user

Communication Assignment

Communication Assignment is the precursor of the Mini Dashboard. If you have smrtPhone integrated, this lets you assign a user to each smrtPhone number you have which will power the Mini Dashboard tracking on-the-phone KPIs of that user. Click here to learn more about the Mini Dashboard.

1. Select a team you wish to edit
2. Click ⚙️ the cogwheel icon
3. Select Users and Roles
4. Go to the Communication Assignment tab. The supported phone systems will show up here. This currently only supports smrtPhone.
5. Click smrtPhone
6. If you have smrtPhone integrated, it should display all of the smrtPhone numbers you have. Assign a user to each number you have.
7. Click 💾 the save icon at the bottom-right corner

Guest Management

This feature allows you to manage all the Guests in your Team and all the Opportunities they have been invited to. In the Guest Management section you should be able to see the Guest email, all the opportunities they have been invited to and an option to remove their access from the opportunities.

1. Select the Team you'd like to edit
2. Click ⚙️ the cogwheel icon
3. Select Users and Roles
4. Scroll down to the Guest Management section
5. The email addresses of the guests will appear on the left of the screen.
6. If you click on "See All Opportunities" You should get a drop down with all the Opportunities they have been invited to. From this list you can un-assign them individually. 
7. The red button on the right "Un-assign All" is an option to remove their access to all of the opportunities they have been invited to.