Docs › Set up your team › Create roles
Create a role
A role decides what your office staff can see and do. Create one role per job, for example Receptionist, Sales Manager or Branch Officer.
Before you start
- You need permission to create roles (an admin or owner usually has this).
- Decide the job titles in your office. You will make one role per job.
- If you use branches, create them first. See Enable branches.
Use a preset. RealtoCRM comes with ready-made role presets such as Officer and Manager. Start from one that is close to the job, then review its permissions and scopes before you save.
Create the role
- Open Team in the sidebar, then choose Roles.
- Click Create.
- Enter a Role Name, for example Branch Officer.
- Add a Description so others know what the role is for, for example: Owns their own leads, tasks, site visits and calls, with read access to their branch's properties, deals and paperwork.
- Leave Active switched on. Switch it off to keep the role but stop using it.
- Choose permissions (see the next section).
- Save the role. To change it later, open it and click Update Role.
Note. At the top of the permission list you will see two counters: Selected permissions (what this role has) and Available to you (what you are allowed to hand out).
Choose permissions
Permissions are grouped by area. Tick a box to allow that action. Use Select All to tick everything, or the Search permissions box to jump to one.
| Group | What is inside |
|---|---|
| Overview | Dashboard, Analytics, Activity log |
| Sales pipeline | Leads, Lead marketplace, Site visits, Negotiations, Bayena agreements, Deals, Loan requests |
| Properties & clients | Properties, Clients, Documents |
| Daily work | Tasks & follow-ups, Call logs, Customer desk, Notifications |
| Marketing & content | Social media, Campaigns & broadcasts, Automation rules, Blog, Integrations, AI connections |
| Team & organization | Staff, Branches, Roles, Live tracking & attendance, Data import, Settings, Subscription & billing |
| Action | Means |
|---|---|
| View | See the records |
| Create | Add new records |
| Edit | Change existing records |
| Delete | Remove records |
| Assign | Give a record to someone else, where supported |
Tip. Enable only what each role needs. Not every area has every action.
Set the data scope
For View, Edit, Delete and similar actions, you also choose whose data the person can use: Their own, Their branch's or Everyone's.
- Tick the action, for example View under Leads.
- Pick the scope next to it.
- Repeat for each resource. They can have different scopes. For example, someone can view their branch's deals but only edit their own.
One resource at a time. Setting the scope on one resource does not change any other resource. Check every resource the role needs.
Roles for branch users
With branch mode on, a role for someone who works inside one branch usually looks like this:
- Open Team → Roles and create or edit the role.
- For each resource the person needs, set the scope to Their branch's where they should see the whole branch.
- Use Their own for work that belongs only to them, such as their own leads, tasks, site visits and calls.
- Save the role.
Example: a Branch Officer owns their own leads, tasks, site visits and calls (Their own), and can read their branch's properties, deals and paperwork (Their branch's).
Roles for office staff
Office staff often coordinate for the whole company, so they usually get Everyone's access on the resources they work with.
Do not give everything to everyone. A receptionist may need leads and customer conversations, but not permission to delete deals, manage integrations or change settings. Keep Delete, Settings, Roles and Subscription & billing for owners and admins.
Example roles
| Role | Typical responsibility | Typical scope |
|---|---|---|
| Office Manager | Oversees office operations and coordinates staff | Everyone's |
| Receptionist | Handles incoming inquiries and customer coordination | Everyone's, mostly View and Create |
| Sales Manager | Supervises sales activities, leads and negotiations | Everyone's or Their branch's |
| Branch Officer | Manages day-to-day activity within a branch | Their own, with Their branch's for reading |
| Accountant | Accesses the financial and deal records needed for their work | Everyone's, limited actions |
These are examples. Set up each role to match your company's real responsibilities.