User management is the process of controlling who can access a system and what they can do. It involves creating user accounts, assigning roles (like admin or Agent), and setting permissions to control access to different features. The goal is to ensure that each user has the right level of access based on their role, keeping the system secure and organized.
What is covered?
- What are the different user roles in PF Expert?
- How to create a custom Role?
- How to create a new User?
- What is the difference between Private and Public Profiles?
- How to deactivate and reactivate Users?
- How to delete users?
- What is Multi-Factor Authentication (MFA)?
- Frequently Asked Questions
What are the different user roles in PF Expert?
In PF Expert, there are 6 levels of access:
Decision MakerCan access all modules and features |
- Manage Contracts, Payment, & Invoices
- Full access to Listings, Leads, & Insights
- Create and manage users in your organization
Best suits: Chairman, CEO, COO
AdvisorFull access user to assist the Decision Maker in driving key decisions |
- Manage Payment, Invoices & Credits
- Full access to Listings, Leads, & Insights
- Create and manage users in your organization
Best suits: Managing & Sales Directors
AdminThe day-to-day operations & management role |
- Access to Listings, Leads, & Insights
- Create, publish, & update Listings
- Manage credits, claim transactions, set agent holiday and more
Best suits: Admin, Sales/Leasing Manager, Operations Manager
Agenthas access to only their own listings |
- View the listings assigned to you
- View and manage your SuperAgent Insights, set holiday mode, & claim your transactions
Best suits: Agent, Client Relationship, Property Consultant/Advisor
FinanceA role to manage finance-related operations |
- Manage payments & invoices
- Manage credits
- Access to features like Community Top Spot & Spotlight listings, and more
Best suits: CFO, Finance Manager, Finance Executive
MemberView-only access to relevant but not sensitive information |
Best suits: Marketing, Digital, Media
How to create a custom role?
You can now create custom roles that fit your business's specific needs.
| In users, navigate to "Roles & Permissions" | |
| Click on "Add Custom Role" | |
| Enter your "Role Name" and select a "Basic Role" | |
| Enable all the permissions you want to add to your new role and click "Create" | |
| Your custom role is now ready, you can assign it to your users. |
How to create new users?
To create an account for a new user, please follow the below steps:
- Visit the PF Expert > Users page.
- Click on the red + sign.
- Fill in the mandatory details (*) in the Private and Public Profile.
- Save all the user details by clicking over the green check mark.
What is the difference between Private and Public Profiles?
Private Profile |
Public Profile |
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Note: If you wish to update the Mobile number that is showing on your listings, you will need to make the update in the "Public Number" field on the public profile. |
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Tip: If the WhatsApp number you are using is different than the number you are using for calls, make sure to update it in the "WhatsApp" field in the Public Profile. |
If you want to learn more about editing the Public Profile, please check this article.
How to deactivate and reactivate users?
You can deactivate or reactivate a user if you wish to disable their access to PF Expert, but not delete their profile completely.
- Visit the PF Expert > Users page.
- Click on the User you wish to deactivate or activate.
- Change the Status to inactive.
- Save the profile
How to delete users?
To delete a user, please follow the below steps:
- Visit the PF Expert > Users page.
- Right-click on the User you wish to delete.
- If the user had any content assigned to them, reassign all the user's content (listings, leads, etc.) to a different user.
- Confirm and Delete.
What is Multi-Factor Authentication (MFA)?
Multi-factor Authentication (MFA) is a security feature that requires users to confirm their identity with two different methods when logging in.
This adds extra protection by making it harder for unauthorized users to access accounts.
To learn more about MFA, please review this article.
Frequently Asked Questions
Default roles i.e. Decision Maker, Advisor, Admin, Agent, Member, and Finance have default permissions assigned to them.
These permissions cannot be modified.
However, if there is a specific need for the user you want to give some agents access to publish their own listings, this can be achieved by creating a new Custom Role and assigning those agents to the newly created role.
Creating new users is a permission of its own.
Decision Makers, Advisor, and Admins can create new users and assign them default or Custom Roles.
Similar to creating new users, modifying users is also a permission of its own.
Decision Makers, Advisor, and Admins can modify current user details however no other role can change the Decision Maker’s role.
For eg. an Admin cannot downgrade a Decision Maker to a role with less access.
Deleting a user is not possible.
Users can only be deactivated. Decision Makers, Advisor, and Admins can deactivate users.
However, no other role can deactivate a Decision Maker. For eg. an Admin cannot deactivate a Decision Maker.
PF Expert ‘Users’ menu has an option to create a new Custom Role.
A Custom Role is always built on a default role.
For eg. If you want to create a new role ‘Head of Admin’, you can create a new Custom Role derived from Admin and decide to give this role additional permissions to make them more privileged than the default Admin role.
If you want to enhance the capabilities of an existing default role, this is when Custom Roles should be used.
The following example explains the need for a Custom Role: you want to give some agents access to publish their own listings, this can be achieved by creating a new Custom Role and assign those agents to the newly created role.