Roles and permissions
The difference between Admin and User, what each permission group unlocks, and recommended settings for a broker, agent and office assistant.
4 min read
In Squaremeters every user has a role (Admin or User) and permissions tied to it. Getting permissions right does two things: everyone sees only the screens they need, and your client list and listings aren't opened up unnecessarily. Agent turnover is common in estate agency, so this matters.
Before you start
Only users with the Admin role can change permissions. Permissions are set per user: Settings → My Staff → the pencil icon on the user's row → Roles & Permissions. If you haven't added users yet, read My staff first.
Admin vs User
| Admin | User | |
|---|---|---|
| Sees all clients and opportunities | Yes | Depends on permissions and Only Assigned Data |
| Settings menu | Full access | Usually off |
| Add/delete users | Yes | No |
| Phone, integration and assistant settings | Yes | No |
| Who for? | Broker, office manager | Agents, office assistant |
Keep the number of Admins as low as possible; one or two is enough for most agencies.
Editing permissions
The permissions screen is organised by module: the module list on the left, the selected module's switches on the right.
- Find the module with the search box at the top left (e.g. "Contacts").
- The module's main switch decides whether the user sees that menu at all. If it's off, the menu item doesn't appear.
- If the main switch is on, set the sub-permissions one by one: view, create/edit, delete, export. Save with Save at the top right.
Some sub-permission names may read differently in the interface; the logic is the same in every module: risk rises from view → edit → delete/export.
Permission groups
| Permission group | What it unlocks | Watch out |
|---|---|---|
| Dashboard Stats | Summary numbers on the Dashboard. | Switch off if agents shouldn't see agency-wide figures. |
| Conversations | The shared inbox: the assistant's call logs, WhatsApp, Instagram, SMS. | Should be on for nearly everyone. |
| Contacts | Client records; sub-permissions for delete, export and bulk actions. | Give delete and export to the broker only. |
| Opportunities | The Buyers, Sellers and Lettings pipelines. | Seeing opportunity value can be switched off separately. |
| Calendars | Viewing and valuation appointments. | Everyone should see their own calendar. |
| AI Agents | The voice and chat assistant settings. | Admin only. Work with your consultant on changes. |
| Automation | Viewing scenarios, switching them on/off, editing message text. | Admin or one named person. |
| Reporting | Call, source and team reports. | Usually the broker. |
| Settings | The Settings menu. | Keep off for the User role. |
| Tags | Adding tags and creating new ones. | Share your rules with the team: Tag management. |
| Only Assigned Data | Limits the user to records assigned to them. | See Restrict data access. |
Note
You may also see modules such as Sites, Marketing or Payments in the permissions list. They aren't part of your package; leave their switches off.
Recommended setup for an estate agency
Broker (e.g. Burak Aydın): role Admin. Nothing else needed.
Agent (e.g. Selin Kaya, Emre Yılmaz):
- Role: User
- On: Conversations, Contacts (view/edit), Opportunities, Calendars, Tags
- Off: deleting and exporting contacts, Reporting, Settings, AI Agents, Automation
- Only Assigned Data: On — the agent sees only their own clients and opportunities and can't take the whole list when they leave.
Office assistant (e.g. Deniz Acar — answers phones, manages bookings):
- Role: User
- On: Conversations, Contacts (view/edit), Calendars, Opportunities (view)
- Off: delete, export, Reporting, Settings
- Only Assigned Data: Off — so they can see every incoming enquiry and route it to the right agent.
Step by step: Team roles setup.
Common issues
I switched a permission on but the user still can't see the menu. The user needs to refresh the page or log out and back in.
I changed an Admin to User and now they can't open Settings. That's expected. Switch on individual module permissions if needed.
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