Skip to main content

Inviting Your Team

PropertyBase is built for collaboration. Learn how to invite team members and configure their access levels.

User Roles​

PropertyBase has four primary roles:

RoleDescriptionTypical Use
OwnerFull access, billing controlAgency owner/founder
AdminFull access except billingOffice managers
AgentLimited to assigned properties/leadsSales agents
ViewerRead-only accessInvestors, partners

Inviting Team Members​

Step 1: Navigate to Team Settings​

  1. Go to Settings in the sidebar
  2. Click Team in the settings menu

Step 2: Send an Invitation​

  1. Click Invite Member
  2. Enter the team member's email address
  3. Select their role
  4. (Optional) Assign to specific properties or teams
  5. Click Send Invitation
// Example: Invitation payload
{
  email: "agent@example.com",
  role: "agent",
  teams: ["sales-team-a"],
  properties: ["project-123"]
}

Step 3: Invitation Acceptance​

The invitee will receive an email with:

  1. A welcome message explaining PropertyBase
  2. A link to accept the invitation
  3. Instructions to set up their password
Invitation Expiry

Invitations expire after 7 days. You can resend them from the Team settings page.

Role Permissions​

Owner Permissions​

  • All Admin permissions
  • Manage billing and subscription
  • Delete workspace
  • Transfer ownership

Admin Permissions​

  • All Agent permissions
  • Invite and remove team members
  • Configure workspace settings
  • Access all properties and leads
  • View analytics and reports
  • Manage integrations

Agent Permissions​

  • View assigned properties
  • Manage assigned leads
  • Create and update leads
  • View own performance metrics
  • Update own profile

Viewer Permissions​

  • View assigned properties (read-only)
  • View assigned leads (read-only)
  • Cannot create or edit content

Team Organization​

Creating Teams​

Organize agents into teams for better management:

  1. Go to Settings > Teams
  2. Click Create Team
  3. Enter team name (e.g., "Sales Team A", "Leasing Team")
  4. Add members to the team
  5. (Optional) Set a team lead

Lead Distribution​

Configure how leads are distributed among team members:

MethodDescription
Round RobinDistribute evenly in rotation
Workload-BasedPrioritize agents with fewer active leads
ManualAdmin assigns leads manually
// Example: Lead distribution config
{
  method: "round_robin",
  teams: ["sales-team-a"],
  skip_unavailable: true,
  max_leads_per_agent: 50
}

Agent Onboarding Checklist​

Help new agents get started quickly:

  • Accept invitation and set password
  • Complete profile (photo, bio, contact info)
  • Review assigned properties
  • Set up notification preferences
  • Complete training modules (if enabled)
  • Shadow an experienced agent

Managing Existing Members​

Changing Roles​

  1. Go to Settings > Team
  2. Find the team member
  3. Click the ... menu
  4. Select Change Role
  5. Choose the new role
  6. Confirm the change

Removing Members​

  1. Go to Settings > Team
  2. Find the team member
  3. Click the ... menu
  4. Select Remove
  5. Choose what happens to their data:
    • Reassign leads to another agent
    • Leave leads unassigned
Data Retention

Removing a member doesn't delete their historical activity. All actions and communications are preserved in the audit log.

Best Practices​

  1. Principle of Least Privilege - Give users only the access they need
  2. Regular Audits - Review team access quarterly
  3. Offboarding Process - Remove access promptly when team members leave
  4. Document Policies - Create internal guidelines for role assignments

Next Steps​