21.1 Managing Your Team (Broker Adding Agents within Account) (Settings > My Staff)

Purpose (Admin/Broker Role):

This section allows users with administrative privileges (typically Brokerage Owners or Office Managers) to add new team members (agents, transaction coordinators, assistants) as users to the agency's Close Master sub-account. You can define precisely what each user can see and do within the platform.

Accessing:

Navigate to Settings → My Staff. You'll see a list of existing users in the account.

Adding a New User (Employee):

  1. Click the + Add Employee button.
  2. Fill in User Information:
    • First Name / Last Name
    • Email: This will be their login username. Ensure it's accurate and unique.
    • Phone: Their contact phone number.
    • Password: Set a temporary password for their first login. They will be required to change it immediately upon logging in for the first time. Communicate this temporary password securely.
  3. Configure User Permissions (CRUCIAL Step): This section determines what features and data the user can access. Be granular and follow the principle of least privilege (only grant access needed for their role).
    • Enable/Disable Main Sections: Use the main toggles to grant or deny access to entire sections like Dashboard, Conversations, Calendars, Contacts, Opportunities, Marketing, Automations, Sites, Reputation, Reporting, Payments, Settings, etc. Disable sections irrelevant to their role (e.g., most agents likely don't need access to Settings or Payments).
    • Granular Permissions (Checkboxes within Sections): Look for specific checkboxes that allow finer control, such as:
      • Can Delete Contacts? (Usually disable for most users).
      • Can Export Data? (Control data security).
      • Can Edit Opportunities owned by others?
      • Access to Recordings/Voicemails?
    • Only Assigned Data (IMPORTANT for Agents): If this toggle is ON, the user will only be able to see Contacts, Opportunities, Conversations, etc., that are specifically assigned to them as the Owner/Assigned User. If OFF, they can potentially see all data within the sections they have permission for (respecting other permissions). Turn ON for most agents to maintain lead/client privacy between agents.
    • Other Toggles: Review all available permission toggles carefully based on the user's role and responsibilities.
  4. Set User Role:
    • User: Standard role. Their access is strictly defined by the User Permissions you configured above. (Most common setting).
    • Admin: Grants broad access to most features and settings, often overriding specific permissions. Assign the Admin role with extreme caution and only to trusted individuals who need full administrative control (like an Office Manager or Broker Owner).
  5. Configure Call & Voicemail Settings:
    • Assign Outbound Caller ID: Select the default LC Phone number this user should make calls and send manual SMS from (Settings → Phone Numbers).
    • (Optional) Upload Custom Voicemail Greeting: Upload an MP3/WAV file containing this specific user's voicemail greeting if calls routed directly to them go unanswered.
    • Configure other call routing preferences if applicable (e.g., forward user's calls, IVR settings).
  6. Set User Availability:
    • Define the user's default Work Hours and Time Zone. This information is used by Calendars (when assigned to them) to determine their booking availability.
    • Set their default Meeting Location (e.g., Zoom link, office address) used when they are assigned to appointments.
    • Note: The individual user can (and should) verify and adjust their own availability settings later in their My Profile (See 21.2).
  7. Save User: Click the Save button.
  8. Welcome Email: The new user will receive a welcome email at the address you entered, containing instructions to log in using the temporary password and set up their permanent password.

Managing Existing Users:

From the My Staff list:

  • Edit: Click the pencil icon next to a user's name to modify their information, permissions, roles, or settings.
  • Reset Password: Option to trigger a password reset email for the user.
  • Deactivate: Temporarily disable a user's login access without deleting their data. You will usually be prompted to reassign their existing Contacts, Opportunities, Tasks, etc., to another active user. Useful for agents on leave or during transition periods.
  • Delete: Permanently remove the user from the account. CRUCIAL: You MUST reassign all their associated data (Contacts, Opportunities, etc.) to another user before you can delete them. Deletion is irreversible. Use Deactivate first if unsure.
  • Copy Permissions: Option to quickly copy the exact permission set from one user to another, useful when setting up multiple users with the same role.