Agent Access & Permissions Overview

Agent Access & Permissions Overview

This article provides an overview of agent permissions and how to configure access to contacts, deals, listings, and commission information within your brokerage.

1. Manage Permissions

  1. Go to Brokerage Settings
  2. Navigate to the Permissions / Agent Access section


2. Contact Visibility: “Agent Can Only See”

This setting controls whether agents can view only their own contacts or all contacts in the brokerage.

Options:
  • Their Own Contacts Only
    • Agents can only see contacts they personally created
    • Prevents visibility into brokerage-wide data
  • All Contacts
    • Agents can search and view all contacts in the system
    • Helps prevent duplicate contacts when creating deals
    • Useful for selecting existing contacts like legal or title companies

 

⚠️ Important Notes

  • Contacts created via AI or integrations may not be “owned” by the agent
  • Even if agents can see all contacts, they are not able to edit them
  • Ownership limitations can affect what agents can manage

3. Contact Management Permissions

  • Agents do NOT have access to:
    • Brokerage → People page
    • Brokerage → Settings

This means:

  • They cannot edit or manage contacts at the brokerage level
  • They cannot modify existing contact records created by others

What Agents Can Do

  • ✅ Create new contacts while:
    • Creating a deal
    • Adding a contact manually
  • ✅ Enter full contact details at the time of creation.

What Agents Cannot Do After Creation

  • ❌ Edit existing contact records (even ones they created)
  • ❌ Manage or clean up duplicate contacts

This restriction is intentional to:

  • Maintain data consistency
  • Prevent duplicate or conflicting records
  • Ensure proper accounting and system mapping

Optional Setting: Allow Agents to Edit Profile

  • If enabled: Agents can edit their own profile only
  • If disabled: Profile changes must be handled by admin


4. Deal Access Permissions

When Agent Creates the Deal

  • Agent automatically has:
    • ✅ Write access
    • ✅ Ability to:
      • Add/edit deal details
      • Search and attach contacts but can't edit existing contacts.
      • Manage the deal


When Admin/Broker Creates the Deal

  • Agent is assigned:

    • 👁️ Read-only access by default

This means:

  • ❌ Cannot edit deal details
  • ❌ Cannot add contacts
  • ❌ Cannot modify financials

Granting Additional Access

  • Admins can upgrade an agent’s permissions to ✏️ Write access for specific deals via Deal > People > select Agent.

This allows agents to:

  • Edit deal information
  • Add or update contacts on the deal

 

5. Listing Visibility: “Scope Listings by Agent”

This setting controls which listings agents can view all brokerage listings or Only their own listings.
If enable - agents can only view their own listings.
If disable (untick) - agents can view all listings.

  

6. Export Permissions

Allow Agents to Export Deals

  • If enabled: Agents can export deal data
  • If disabled: Exporting is restricted to admins

 

7. Commission Permissions

There are multiple levels of commission visibility: 

  • Access Commission Page: Agents can view their own commission details
  • Access All Commission Information and Pages: Allows the agent to view ALL deals and Commissions info that they are assigned to the deals via People Page.  Review the video for a clearer explanation of the agent’s view - 🎥 Agent view

⚠️ Use caution—this setting exposes sensitive data.

With "Allow Agents to Access Commission Page" and "Allow Agents to Access to All Commission Information and Pages" enabled, agents can view commission details, people, and documents for any deals they’re assigned to (via the People page).

They cannot edit unless granted Write permission for that deal.

8. Summary of Key Restrictions

Area
Agent Capability
Brokerage Settings        ❌ No access
People (Contacts) Page❌ No access
Create Contacts ✅ Yes
Edit Contacts❌ No
Own Profile Edit✅ Optional
Deal (Own)✅ Full access 
Deal (Admin-created)👁️ Read-only by default
Commission Access        
⚙️ Configurable

9. Best Practices

  • Enable “All Contacts” visibility to reduce duplicates
  • Keep contact editing restricted to maintain data integrity
  • Grant write access to deals selectively
  • Limit commission visibility based on role and trust level

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