User roles and permissions: Owner, Manager, Agent, Assistant

What each Estate CRM role can do (Owner, Manager, Agent, Assistant) and who can see which contacts, listings, reports and settings in your agency.

Each person in your agency has one of four roles. This article explains what each role allows, so you can give agents what they need without exposing every client or setting.

What are the four roles?

Owner: can do everything, including billing and the agency profile. Usually the principal of the agency.
Manager: can do everything except billing and the agency profile. Good for office managers and team leaders.
Agent: works with listings and only their own contacts.
Assistant: works with listings and all contacts, but can’t delete anything.

You choose the role when you invite someone, and you can change it later under Team.

Who can do what?

	Owner	Manager	Agent	Assistant
View, add and edit listings	Yes	Yes	Yes	Yes
Delete listings	Yes	Yes	No	No
See contacts	All	All	Only their own	All
Delete contacts	Yes	Yes	No	No
See everyone’s activities and calendar	Yes	Yes	No	No
Reports	Yes	Yes	No	No
Invite and manage team members	Yes	Yes	No	No
Lists and settings (Labels & sources, Custom fields, Website & portals, Leads, Pipelines, Follow-ups, Import, Marketing)	Yes	Yes	No	No
Agency settings, Email, SMS	Yes	No	No	No
Billing	Yes	No	No	No

The sidebar only shows the pages each person can use.

Which contacts does an Agent see?

An Agent sees only the contacts assigned to them. The same rule covers everything reached through a contact: their requirements and matches.

If a listing’s owner is another agent’s contact, an Agent sees only Owner on file (another agent’s contact), without the name or phone number.

If your agents share all clients, give them the Assistant role instead. If they share clients but also need to delete records, make them Managers.

Which activities does an Agent see?

Agents and Assistants see:

activities assigned to them or created by them,
activities about contacts they can see,
activities linked only to a listing.

Owners and Managers see everyone’s activities and can filter the calendar by agent.

Can one person have two roles?

No. Each person has exactly one role in the agency. Nobody can change their own role, and only an Owner can make someone else an Owner.