OnBoard Day 02 - User Permissions

Well, you made it through day 1 and most of the settings have been completed, CONGRATULATIONS!. Today's training is mostly for those users that work with team members.  It is important to setup the correct sub-user permissions before you start doing much with your system.  Realvolve has the ability to have multiple "sub-users" for each account.  As the Administrator of your account, you can setup the sub-users as you see fit.  Administrators have full access to all contacts, properties, transactions, workflows and templates for all sub-users.  However, you may not want your sub-users to have full access to everything in your account so system_menu.png

we allow you to edit permissions for each sub-user.  To add sub-users to your account, go to the system menu in the upper right corner and click on the down arrow to show the drop down menu for SETTINGS.

In the Settings area on the left side, choose Users & Permissions then follow the steps below:

  1. Click on the Invite A New User button to display the Send Invitation box.
  2. Enter the First Name, Last Name and Email Address of the user to be added.
  3. Press Send An Invitation.

NOTE: Repeat steps 1-3 for each sub-user you need added to your system.  

Once the invitation has been sent, have the sub-user check their email and follow the link to finish the setup process. It will allow them to assign their own password for accessing the system in the future using their own email address and the password they supply.

By Default all sub-users have very basic access - they can READ, CREATE, UPDATE and DELETE their own records in the database.  To allow the sub-user to have more rights, simply locate the sub-user's name in the Users & Permissions section and click on the "Click here to view security permissions" link. 

If this user needs access to SEE all data in all sections for all users then simply place a check in the "For all users" access checkbox in the READ access row.  If this user also needs the ability to update data of other users then do the same for the UPDATE access row.  Finally if the user also needs the ability to delete data then place the check in the DELETE access row.   Some users may need to be able to see records but not update or delete while other users need full access to everything.  

You will notice that the first column says "All Sections" - you can leave the "For all users" checkboxes blank and only give the user full access to specific sections like "Contact", "Property", "Transaction", "Workflow", "Template", "Tasks" which is calendar, "Documents", "Notes".  To do this click on the "Add New" button above the table and the system will add a new row to the table... Select the section you want the sub-user to have access to and then the specific access right "Read","Create","Update","Delete" and if desired for all users or not using the "For all users"

Example:  You have an assistant that comes in part time to work on workflows and helps your other agents with workflows.  You don't want her to see, edit or delete any contacts, properties, etc that are not her own so you leave the "For all users" blank for the "All Sections" then do the following:

  1. Click on "Add New" , choose Type: "Workflow", Access: "Read", check "For all users"
  2. Click on "Add New" , choose Type: "Workflow", Access: "Create", check "For all users"
  3. Click on "Add New" , choose Type: "Workflow", Access: "Update", check "For all users"
  4. Click on "Save Permissions" to save the changes to the table.

Now the sub-user will have the rights to Read, Create, Update workflows for all users but will not have the right to delete their workflows.  

NOTE: One key point when dealing with sub-users and rights to Properties and Transactions.  If you do not give your sub-users rights to your properties and transactions but need them to have access to specific addresses then simply assign an Activity to the sub-user connected to that property.  This will automatically give the sub-user access to the address since they were granted privileges to the activity.

Additional rights for Google Sync, Import and Export have to be given individually, simply use the check the boxes which are needed.

Users & Permissions Video:  CLICK HERE

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Comments

  • Avatar
    Ann Rey

    None of this showed up in settings????? Why is your crm so difficult and confusing????

  • Avatar
    Mark Stepp / CIO

    Hello Ann, if you are not seeing these options this it is because the Main Account Owner has not given you rights to setup security as an Admin. You can just skip to Day 3 where we show how to Add contacts.

  • Avatar
    Donna Elder

    I am setting up Donna Elder's Realvolve. I have added my name, Mary Kittinger, as a user with permissions to do everything (Assistant). I sent an email invitation, but never received it. Also sent again today....still no email. Am I doing something wrong?

  • Avatar
    Gary Hall

    We've had some issues with our email service the last couple days. Please delete that invitation and do it over and see if that works OK?

  • Avatar
    Donna Elder

    That did it...Thanks!
    Mary Kittinger

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    Donna Elder

    Question...is this the right way to set me up as an assistant? Will I be able to see Donna's things to do, appt's?

  • Avatar
    Gary Hall

    Great! My pleasure!

  • Avatar
    Curt Buchanan

    Is there a way to block Primary user's commission totals from the dashboard that assistant's use?

  • Avatar
    Gary Hall

    Curt - The person logged in can see their own numbers in the widgets but they do not see anyone elses.

  • Avatar
    Collin Vold

    I am not seeing the "Click here to view security permissions" link in the Users and Permissions section. Also, I second Curt's idea that the admin should have access to the same widgets as the agent.

  • Avatar
    Gary Hall

    That's because you have selected "Makes as Admin". That gives them all permissions so there is no need for the selection menu.

  • Avatar
    Collin Vold

    My admin has 200 contacts less than I do in her side of the database. I would like the information to be exactly the same, how can I achieve this?

  • Avatar
    Gary Hall
  • Avatar
    Collin Vold

    Perfect, thanks!

  • Avatar
    Sarah Reece

    Hi Gary. To build on Curt Buchanan's question - I run the team but the database is owned by my partner. It is essential that both of us see the numbers on the widgets for the entire team. How can I set that up?

  • Avatar
    Gary Hall

    Hi Sarah - currently that can not be done but it is in the works. Only the person who is logged in sees the transactions for which they are labeled as the agent in the People tab reflected in the Widgets.

  • Avatar
    Sarah Reece

    Thanks Gary. Does the owner of the account see everything? If so, can there be co-owners?

    I love the widgets, but they are useless to me if I can't see the full team...

  • Avatar
    Gary Hall

    The owner is no different. Only the person who is logged in sees the transactions for which they are labeled as the agent in the People tab reflected in the Widgets.

  • Avatar
    Sarah Reece

    Interesting. Is there any creative work around with this? Can we assign multiple people to own the contact so that is shows up for each of them?

    As a team owner, how do I use this system for accountability and long range planning? I need to be able to see the entire picture, not just pieces of it.

    This may be an offline conversation...if so, feel free to email at Sarah@ReeceHomes.com

  • Avatar
    Gary Hall

    Understood. that's why we're working hard to provide it. There are no work-arounds other than logging in as the other people to see their numbers.

  • Avatar
    Gary McGowan

    As a team leader I'm waiting on this..... I want to see the production of the team through the widgets. ;)

  • Avatar
    Sarah Larson

    I need to edit the email address of the user. i went into the contact for him, and changed the email address there, but when I went to resend the invitation, it still showed the incorrect email address for him. How do I edit the email address for a user?

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