Roles and permissions

A permission gives a user a role at a branch. Managers and Associates hold one permission for each branch they work in, and can only open those branches. The role can differ between branches, for example Manager at one and Associate at another. Directors hold a single permission that covers every branch.

Roles

• Associate: works with the records in the branch and assigns new records to themselves. They cannot view reports, assign a new record to another user (a letting can also go to the listing’s user), change a record’s user after it has been set, or archive records that another user is responsible for.
• Manager: works with the records in the branch, can assign records to other users and change a record’s user, can start contact verifications, reopen Closed or Cancelled listings, and connect the branch through networking, and can view reports for that branch.
• Director: works across every branch, can view reports for one branch or all branches, and manages the organization: profile, billing, branches, users, publishing, integrations, networking, custom fields, and form templates.

Manage a user’s permissions

Choose Edit user from the user’s row menu in Organization > Users. The Permissions table shows each permission’s branch, role, and created date, with All branches as the branch of a Director’s permission.

• Add permission: choose a role and, for a Manager or Associate, a branch that is not archived. A user can hold only one permission for each branch. Directors cannot be given branch permissions, so the button is hidden for them.
• Edit permission: change the role or branch. To downgrade a Director, edit their permission to Manager or Associate and choose a branch.
• Delete permission: remove access to that branch. A user’s last permission cannot be deleted, so add another first. A Director’s single permission cannot be deleted at all, only edited.

Choosing Director when adding or editing a permission deletes all of the user’s other permissions and makes them a Director. A warning appears before you save.

You cannot change your own permissions (“You cannot change your own role.”).

Before removing access

Deleting a user’s permission for a branch does not move their records: those stay in that branch, so reassign their coordinator roles and reminders first.