My staff
Add your broker, agents and office assistant to the panel; set their role, permissions and phone, and remove a leaver safely.
3 min read
Everyone who works in the panel should have their own user: the broker, each agent and the office assistant who answers the phones. That way the hot lead the assistant finds is assigned to the right agent, live transfers ring the right phone, reports show who is handling how many clients, and every change is recorded against a name.
Before you start
- You need the Admin role to add users.
- Have the person's work email address and mobile number ready. Each email address can belong to only one user.
- Decide in advance what they should see: all clients, or only those assigned to them? If you're unsure, see the Team roles setup guide.
Open the team list
- Open Settings → My Staff. You'll see all users with their email and role.
- Click Add Employee at the top right.
Enter the user's details
The window that opens has tabs on the left: User Info, Call & Voicemail, User Availability and Roles & Permissions. Tab names may vary slightly with interface updates.
- On User Info, fill in First Name, Last Name and Email.
- Enter the person's mobile in Phone with +90, and the Extension if you use one.
- Enter a temporary Password. Ask the user to change it at first login and switch on two-factor authentication (My profile).
Note
The number the assistant rings for live transfers is configured separately during setup. If a new agent should receive hot-lead transfers or tasks from the assistant, write to your consultant. See Live transfer.
Set the role and permissions
- On Roles & Permissions, choose Admin or User as the User Role.
- Admin: sees all data and has full access to Settings. For the broker or office manager.
- User: uses only the modules you switch on. For agents and the office assistant.
- Use the module switches to choose which areas the person can open: Conversations, Contacts, Opportunities, Calendars, Reporting, Settings, Tags and so on. See Roles and permissions.
- If the agent should only see clients assigned to them, switch on Only Assigned Data. See Restrict data access.
- Click Save. The user appears in the list and can log in.
Heads up
Don't give a new agent the Admin role on day one. An Admin can export the whole client list, delete users and reach the phone and assistant settings. Start with User and add permissions as needed.
Phone and availability
- The Call & Voicemail tab shows which number the user calls from in the panel and what happens to missed calls. Don't change numbers connected to the assistant here; see Phone system.
- On User Availability, enter the agent's working hours. The assistant checks these when booking viewings. See Availability.
Editing a user
To change a role, phone or permissions, click the pencil icon on the right of the row in My Staff. The same tabs open; make the change and click Save. Permission changes take effect the next time the user refreshes the page.
Removing a leaver
Close a departing agent's access on the day they leave.
- Open the Settings → My Staff list.
- Click the bin icon on the leaver's row.
- Read the warning and confirm with Delete.
Important
Before deleting, reassign the person's clients and open opportunities to another agent (Bulk actions). If the leaver is set up in live transfer or lead routing rules, write to your consultant too; otherwise the assistant will try to transfer hot leads to someone who no longer works for you.
Common issues
I get an "Email already exists" error. The email may be registered on another account. Use a different work email or write to our support team.
The new agent can't see any clients. Only Assigned Data may be on and no clients have been assigned yet. See Restrict data access.
A user can't see a menu. The module switch is off. Turn it on in Roles & Permissions.
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Didn't solve your problem?
Ask the assistant or message our support team.