Overview
The user permissions feature gives brokerages more flexibility around agents' level of access without additional efforts. Permissions play a critical role in determining what data agents can view or access in BoldTrail BackOffice, ensuring they have access to necessary information without compromising privacy or security of other data. To enable or disable specific permissions for a user, go to Users > Needed profile > Permissions tab and select or clear required checkboxes.
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Type of permissions
Can see individual pipeline – user can access their individual sales pipeline
Can access company reports (previously "Can see company reports") – user can access the Reports menu (including Personal Reports and Company Reports) and create custom reports.
Can access personal reports – can access the Reports menu, but only the Personal Reports section. Unable to create custom reports.
Behavior of Private Contacts
Private contacts are created and accessed by their original owner. Users with the "Can access private contacts" permission, however, will have visibility over all private contacts within the system. Despite this expanded access, each user retains rights to their own private contacts, allowing personal data management independent of others.
Can access private contacts – user can access contacts available only to the person who has added this contact
Can manage private contacts – user can edit private contact's info
Managing Private Contacts
The "Can manage private contacts" permission enables users not only to edit details of private contacts they own but also modify information for private contacts made visible to them through permissions. This ensures controlled editing rights aligned with individual roles.
Can create transactions – allows the user to create transactions
Can edit transactions – allows the user to edit transactions
Can delete transactions – allows the user to delete transactions
Can cancel transactions – allows the user to cancel transactions
Can access all company transactions – allows the user access all transactions within the company
Can manage checklist tasks – allows users to edit tasks within a checklist that’s already applied to a transaction
Can add checklists to transactions – allows the user to add new checklists to a transaction
Can remove checklists from transactions – allows the user to remove checklists from a transaction
Can close transactions – allows the user to close completed transactions (all items have to be submitted and approved)
Can close not approved transactions – allows the user to set transaction status as 'closed' for transactions with incomplete items
Can re-open transactions – allows the user to re-open closed transactions
Can move transactions – allows the user to move transactions between multiple locations (sub-accounts) if several offices have been set up within the BoldTrail BackOffice account
Can view all transaction commissions – allows the user to access the commissions section on the transaction level
Can access account activity – allows the user to access the company's activity log
Can access library – allows the user to use forms and e-signature templates
Can manage library – allows the user to create, edit or delete e-signature templates
Can access all private folders – allows the user to see and access all private library folders regardless of privacy settings. Typically reserved for brokers and compliance officers who need oversight of all company documents.
Can approve documents – allows the user to access the "Approve Docs" section where admins can review submitted documents
Can second level approve documents – allows the user to perform secondary approvals for tasks that require dual approval. Users with this permission will see tasks with "2nd Review Requested" status in their approval queue
Can submit transactions for approval – allows users to submit transactions for review (all documents have to be uploaded and/or set as exemptions)
Can submit individual documents – allows the user to submit individual documents for review
Can manage company settings – allows the user to access the Settings section
Can edit company info – allows the user to change company information
Can manage users – allows the user to invite other users to the system
Can manage checklist templates – allows the user to setup checklist templates
Can manage fields – allows the user to set up fields
Can manage commission plans – allows the user to set up commission plans
Can manage dashboard – allows the user to work with the dashboard
Can share transactions – allows the user to share the transaction details with the clients
Can access accounting – allows the user to work with the Accounting section
Can manage agent billing – allows the user to manage payment methods and charges on behalf of the agency
Can manage recurring charges – allows user to create, manage, and delete recurring billing charges
Can access buyer offers – allows the user to fully access and manage buyer offers and their content
Can access all company offers - allows the user to see all buyer offers within their organization
Can create offer – allows the user to create buyer offers from scratch or from MLS
Can edit offer – allows the user to modify buyer offer data
Can delete offer – allows user to delete buyer offer
Can edit earnest money deposit – allows the user to edit earnest money deposit (Transaction > Finance > Earnest money)
Can edit transaction commissions – allows the user to modify commission details and splits on the transaction level
Can generate CDA – allows the user to generate Commission Disbursement Authorization forms for transactions
Can change award distribution – allows the user to modify how commissions are distributed among participants in a transaction
Can finalize commissions – allows the user to finalize and lock commission calculations on transactions
Additional Insights and Use Cases
Best Practices for Private and Public Contacts
Enable permissions sparingly to maintain data security and privacy.
Assign public contacts judiciously to promote clear management responsibilities.
FAQs
What if 'Can access private contacts' is enabled? Users gain visibility to all private contacts while retaining their own private data for independent use.
How to confine agents only to their contacts? Disable the 'Can access private contacts' permission and ensure proper assignment of contacts. These actions foster secure, structured workflows while respecting user-specific needs.