The Goal: Set up recommended End User Access Levels for a Real Estate Edition association so that Brokers, Office Managers, and Agents each get the appropriate Info Hub editing capabilities, and dropped members are restricted from changing data.
Before You Begin:
- You need staff permissions to manage Staff & User Access settings.
- This guidance is for the Real Estate Edition of GrowthZone. In Real Estate Edition, GrowthZone already restricts some editing capabilities by default to avoid conflicts with agent M1 records; these restrictions apply regardless of the access level applied to the contact. For example, contacts cannot edit their name, their account number, or any license info, even if they have "Edit" or "Delete" permissions to their Contact Info.
- For more information on the available permissions for access levels and what they mean (Delete, Edit, etc.), see the About Access Levels article.
Info Hub Sub Areas
Each access level controls a set of Info Hub sub-areas. Here is what each sub-area controls:
- Directories: controls access to directory listings attached to individuals or related offices via the My Directory Listings section.
- Events: controls access to any Events in a calendar that is marked as displayed on the Info Hub. With proper permissions, members may be able to submit events for approval.
- Membership: the Membership tab of the My Info section. The only editable option in here is to Manage Autopay settings/cards.
- Individual Billing Info: the My Billing Info section. Controls access to personal invoices, payment profiles, and automatic payments.
- Continuing Education: There really are no editing options available in the Continuing Education section of the Info Hub, so this level doesn't really do anything beyond the "View" capability regardless of the setting UNLESS this is set to "None", in which case the link to Continuing Education is not visible to the end user.
- Web Content: Job Postings, News Articles, Classifieds, etc. With proper permissions, members may be able to submit web content for approval.
- Resources: Files and folders shared for members in the Resources section. Also includes the "My Files" tab, which is connected to contact records in the back office (some associations use this tab for internal files only; you can turn it off in the Info Hub for that purpose).
- Contact Info: the Contact Info tab of the My Info section.
- Organization Billing Info: controls access to the individual's related office's invoices, payment profiles, and automatic payments via the My Billing section.
- Reports: no longer available in the Info Hub. Use "None".
- Referrals: controls the Refer Others panel on the Info Hub homepage. This is either on (Edit- can send referrals) or off (None- the panel will not display on the Info Hub homepage).
- Related Contact Info: the Related Contacts tab in the My Info section; will display other individuals related to the contact's primary business.
- Forum: the Forum is an optional feature you can enable- if you are NOT using the Forum, this level really doesn't matter; if you ARE using the forum, this setting will determine the ability of end users to post and participate in topics.
Step-by-Step Instructions
Setting Up End User Access Levels
- Go to Settings, Staff & User Access section, click End User Access Levels.
- You can set up as many end user access levels as you want or need, but at the bare minimum we recommend the following. Setting these up as recommended will also dovetail into the usage of the Broker tab AND the Billing Responsible Party options available in the Real Estate Edition of GrowthZone.
You may decide to modify permissions in certain areas depending on your needs, and that is perfectly fine; these recommendations are simply to provide you with a working "base" guideline that you can modify. If you have questions about your access levels, please reach out to Support OR sign up for one of our Office Hours sessions.- Broker
- Office Manager
- Agent
- Guest (when you have affiliates or other contacts that may need to ONLY view the Info Hub; no editing permissions are included)
- No Access (usually applied when a member drops their membership; this level will not prevent them from logging into the Info Hub, but it will prevent them from seeing or changing any data)
Broker
- Info Hub - Delete
- Info Hub Sub Areas:
- Directories - Use Default
- Events - View
- Membership - Use Default
- Individual Billing Info - Use Default
- Continuing Education - Use Default
- Web Content - Use Default
- Resources - Edit
- Contact Info - Use Default
- Organization Billing Info - Use Default
- Reports - None
- Referrals - None
- Related Contact Info - Use Default
- Forum - Use Default
Office Manager
- Info Hub - Delete
- Info Hub Sub Areas:
- Directories - Use Default
- Events - View
- Membership - Use Default
- Individual Billing Info - Use Default
- Continuing Education - Use Default
- Web Content - Use Default
- Resources - Edit
- Contact Info - Use Default
- Organization Billing Info - Use Default
- Reports - None
- Referrals - None
- Related Contact Info - Use Default
- Forum - Use Default
Agent
- Info Hub - Create
- Info Hub Sub Areas:
- Directories - Use Default
- Events - View
- Membership - Use Default
- Individual Billing Info - Use Default
- Continuing Education - Use Default
- Web Content - Use Default
- Resources - Edit
- Contact Info - Use Default
- Organization Billing Info - None
- Reports - None
- Referrals - None
- Related Contact Info - None
- Forum - Use Default
Guest
- Info Hub - View
- Info Hub Sub Areas:
- Directories - Use Default
- Events - Use Default
- Membership - Use Default
- Individual Billing Info - Use Default
- Continuing Education - Use Default
- Web Content - Use Default
- Resources - Use Default
- Contact Info - Use Default
- Organization Billing Info - Use Default
- Reports - None
- Referrals - None
- Related Contact Info - None
- Forum - Use Default
No Access
- Info Hub - None
- Info Hub Sub Areas:
- Directories - Use Default
- Events - Use Default
- Membership - Use Default
- Individual Billing Info - Use Default
- Continuing Education - Use Default
- Web Content - Use Default
- Resources - Use Default
- Contact Info - Use Default
- Organization Billing Info - Use Default
- Reports - Use Default
- Referrals - Use Default
- Related Contact Info - Use Default
- Forum - Use Default
Set Up Login Settings
- Once the End User Access levels are set up, go to Settings, Staff & User Access section, click Login Settings.
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Enable the Allow Contacts to create their own accounts via the Info Hub checkbox.
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At the bottom, place a check mark in the Advanced Options box.
- Check the Enable Access Levels by Membership Type for Info Hub Accounts option and set the following:
Set Up Info Hub Finance Settings
- Go to Finance, Billing section, click Settings and select General Billing Settings. At the bottom of the page, go to Info Hub Finance Settings.
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Check Allow info Hub Users to Access Related Contacts Invoices. This will allow those with Broker or Office Manager access to see the invoices of everyone related to their office.
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In the Info Hub, for Broker or Office Manager access, on the Make a Payment tab, select Related Contacts Invoices in the Show Only... dropdown to display all invoices for all individuals related to the office.
Common Pitfalls
- Assuming "No Access" blocks login: The No Access level prevents a dropped member from seeing or changing any data, but it does NOT stop them from logging into the Info Hub.
- Forgetting to enable related-contact invoice access: Brokers and Office Managers will not see invoices for everyone related to their office unless you check Allow Info Hub Users to Access Related Contacts Invoices in the Info Hub Finance Settings.
- Expecting default restrictions to be overridden: In Real Estate Edition, certain fields (name, account number, license info) cannot be edited by contacts regardless of the access level you assign.