Users & Roles
Brokerage Settings → Users & Roles is where you invite people, set what each person does, and decide what extra access anyone gets. Two things are set per member, and they are different questions.
Position and Access Role
- Position is the member's job: Agent, Team Lead, Broker, REALM Coordinator, Assistant. One per member. It decides the ordinary surfaces they see and how much of the brokerage they can look across.
- Access Role is optional. It is a named bundle of extra permissions layered on top of the Position, for the person whose job is bigger than their title: the agent who also runs the office, the coordinator who owns compliance. A member can hold one Access Role or none.
The two never fight. A Position is never widened by editing it; if someone needs more, give them an Access Role. Changing a member's Position re-derives their standing in the brokerage from the new Position, so demoting a Team Lead to Agent takes away the team-lead reach as well as the label.
Positions
Every Position comes with a grant of its own, and the Positions card shows it. Each row names the Position, what the job is, how many catalog permissions it already carries and how many built-in abilities come with it; View permissions opens the same reader an Access Role uses, marked POSITION, with a Built in group first — the abilities a Position has that are not permissions at all, such as the Operations desk for a Transaction Coordinator or the seal for a Broker. A Position's grant is read-only: it is what the platform does for that job, not a role you edit.
| Position | What it is |
|---|---|
| Agent | Runs their own transactions. Creates and exports transactions; nothing from the catalog on its own. |
| Team Lead | Runs a team. Everything an Agent has, plus lead routing, the Operations desk, "View as", the roster of the team they lead, org-wide read of every transaction and Vault record, and the Compliance desk to check a file (not to sign off). Never the Vault seal. |
| Broker | The broker of record. Every catalog permission on its own, Brokerage Settings, the deciding Compliance desk, and the seal to the Vault. |
| Transaction Coordinator | Assists agents with paperwork. Creates and exports transactions, reaches any transaction in the brokerage without being a member of it, the Vault, and the Operations desk. |
| Assistant | Execution support inside the transactions they are added to. No authority of its own. |
| Broker Observer | Read-only oversight. Cannot create or export. |
The list is derived from the code that decides access, not typed by hand, so it cannot fall behind a change to what a Position does.
Default Access Role per Position
Each Positions row has a Default Access Role picker. Set one and every member who arrives in that Position gets that Access Role, without anyone remembering to add it:
- On invite, when the invitation does not pick an Access Role. "None" in the invite picker means "nothing chosen", so the default applies. To keep a Position free of any Access Role, set that Position's default to None.
- On a Position change, whichever screen makes it. A member with no Access Role gets the new Position's default. A member holding exactly the OLD Position's default is moved onto the new one, because that role arrived with the old job rather than being chosen. A member holding any other Access Role keeps it — a hand-picked role is never overwritten.
A default is never applied by a plain save: editing a member's phone number cannot grant anything. The member editor shows a muted line under an empty Access Role picker naming the Position's default and when it applies; pick the role there to grant it now.
This is the piece SkySlope and dotloop ship as a fixed grant on the job title, and Lofty lets an admin edit — here the Position's own grant stays fixed and visible, and the Access Role layered on it is yours to set.
Starter roles
A new brokerage starts with four Access Roles already built, marked STARTER. They are yours: rename them, change what they grant, or delete them, exactly like a role you built. A deleted starter does not come back.
| Starter | For |
|---|---|
| Full Admin | A second-in-command. Every permission the brokerage can delegate. |
| Office Manager | Runs the office day to day: the roster, vendors, templates, reports, the billing summary and brokerage settings. No compliance, no Vault. |
| Compliance Coordinator | Owns the file: compliance rules, every transaction's documents, the Operations desk, and the seal to the Vault. |
| Marketing Coordinator | Builds what goes out: templates, EVE drips and Transaction Templates, with read access to the whole contact book. |
The starters are named for what they add, never for a Position. If your brokerage already had a role called Full Admin, yours is kept and the other three are added beside it.
Who can seal the Vault
Sealing a transaction into the Vault is permanent, so by default only the account owner and brokerage admins can do it. A Team Lead can see the Vault but cannot seal.
To let someone else seal, give them an Access Role that grants Seal to Vault. The Compliance Coordinator starter has it; so does Full Admin. That is the broker's decision to make, member by member, without changing anyone's Position.
Editing a member
Click a member's row. Their details open in a panel from the right: name, email, phone, status, Position, Access Role (with the permissions it grants shown as chips), license, and commission split. Save Changes is at the bottom of the panel. Removing a member is a separate confirmation, since it cannot be undone from here.
Transaction Coordinators — who they work for
A member whose Position is Transaction Coordinator has a Works for section in their panel with three choices:
- Only the transactions they are added to is the default. A new coordinator sees nothing beyond the transactions someone adds them to, until you set who they work for.
- All agents — every agent in the brokerage, including agents hired later. One switch, so an office-wide coordinator never needs re-ticking on each hire.
- These agents — tick the agents. The coordinator then works every current and future transaction of those agents: the REALMS list, the transaction itself, the Compliance desk, the Operations desk and the ready-to-vault list all show that set, and nothing outside it.
A transaction the coordinator was added to directly stays with them under every choice. What a coordinator can do on the transactions they reach is the same in every case — nothing is added. Setting this takes broker or admin authority, or an Access Role that grants Manage agents. Every change is recorded with who made it. Save Changes saves the choice first; if it is refused, the panel says so and the rest of the form is not saved either, so nothing lands half-way.
Changing a coordinator's Position to anything else switches the assignment off without deleting it; switching them back to Transaction Coordinator brings it back.
Inviting an agent
Invite Agent opens the same kind of panel: name, email, Position, an optional Access Role, and a team. Closing the panel keeps what you typed. Pending invitations sit under Invite Agents until accepted; Revoke withdraws one.
Reading and editing a role
Under Access Roles, View permissions opens a role read-only, grouped by area (Contacts, Team, Commissions, Documents, Vault and so on) with a check beside each permission it grants and the rest greyed out, so the gaps are as visible as the grants. Edit opens the same list with checkboxes. Create Role starts an empty one.