To add roles to an account in TotalBrokerage, click on “Setup” and then Accounts from your dashboard. 




Select the account for which you want to add a roles to.





Once you're inside the account's information, click the “Roles” tab.



Roles give accounts various permissions (such as administrative/ management like roles in a typical office) within TotalBrokerage.  You can select as many roles as you would like for a contact, but certain rules apply to the following:

  • Brokerage Manager: Manages and has access to, and can edit, all aspects of the brokerage account. This role cannot be selected with the Accountant or Office Manager roles.  


  • Brokerage Lead Manager: Designated recipient of all leads through the brokerage lead capture email.  Only one Brokerage Lead Manager can be assigned per account.


  • Brokerage Form Programmer: Responsible for creating and programming forms for the brokerage and all of the offices. This role cannot be selected with the Office Form Programmer role.


  • Brokerage Lead Generator: Responsible for assigning leads to agents in the brokerage. Can create new contacts or reassign their own contacts to different agents but cannot view or edit contacts after assigning them to different agents.


  • Brokerage CRM Supervisor: Responsible for supervising all contacts for the brokerage. Can view, edit, and reassign other agents' contacts in brokerage but can only communicate directly with their own contacts.


  • Brokerage Marketing Coordinator: Responsible for creating and editing all email templates and automations within the brokerage.


  • Brokerage Compliance Officer: Responsible for reviewing tasks within Transactions. Can approve or reject tasks based on company policies.


  • Accountant: Responsible for reviewing and recording financial information of transactions. Has the ability to setup and synchronize data with Quickbooks Online. An accountant can view all transactions, but only has permission to edit financial information.  This role cannot be selected with the Brokerage Manager role.


  • Brokerage CRM Analyst: Gives the ability to view CRM reports for all accounts in the brokerage and not just their personal CRM information.


  • Brokerage Transaction Analyst: Gives the ability to view transaction reports for all accounts in the brokerage and not just their personal transaction information. Please note that this contains financial information for agents.


  • Brokerage Administrative Analyst: Gives the ability to view admin reports for the entire brokerage.

  • Brokerage Human Resources Representative: Gives the ability to edit account information, create onboardings and onboard accounts into TotalBrokerage.

  • Brokerage Message Board Administrator: Gives the ability to configure and rearrange message board topics for the entire brokerage.

  • Brokerage Message Board Moderator: Is responsible for moderation of message board content for the brokerage. Can approve, reject, lock, and hide posts and comments on the message board.

  • Brokerage Transaction Coordinator: Is responsible for managing any of the transactions for the brokerage. They will have access to all contacts and vendors for the brokerage.


  • Office Manager: Manages and has access to all items pertaining to the specified offices and accounts within the specified offices.  This role cannot be selected with the Brokerage Manager role.  


  • Office Lead Manager: Designated recipient of all leads through the lead capture emails of the specified offices.  
  • Office Form Programmer: Responsible for creating and programming forms for all of the specified offices.  This role cannot be selected with the Brokerage Form Programmer role.  


  • Office Lead Generator: Responsible for assigning leads to agents in the specified offices. Can create new contacts or reassign their own contacts to different agents but cannot view or edit contacts after assigning them to different agents.


  • Office Accountant: Responsible for reviewing and recording financial information of transactions within their specified offices. Has the ability to synchronize data with Quickbooks Online but cannot configure sync settings. An accountant can view all transactions within their specified offices, but only has permission to edit financial information.

  • Office CRM Supervisor: Responsible for supervising all contacts for the specified offices. Can view, edit, and reassign other agents' contacts in office but can only communicate directly with their own contacts. 


  • Office Marketing Coordinator: Responsible for creating and editing all email templates and automations for the specified offices.


  • Office Compliance Officer: Responsible for reviewing tasks within Transactions in the specified offices. Can approve or reject tasks based on company policies,


  • Office CRM Analyst: Gives the ability to view CRM reports for all accounts in the specified offices and not just their personal CRM information.


  • Office Transaction Analyst: Gives the ability to view transaction reports for all accounts in the specified offices and not just their personal transaction information. Please note that this contains financial information for agents.


  • Office Administrative Analyst: Gives the ability to view admin reports for specified offices.

  • Office Human Resources Representative: Gives the ability to edit account information, create onboardings and onboard accounts into TotalBrokerage.

  • Office Message Board Administrator: Gives the ability to configure message board topics for the specified offices but cannot rearrange them. 


  • Office Transaction Coordinator: Is responsible for managing any of the transactions for the specified offices. They will have access to all contacts and vendors for the specified offices.

  • Account Transaction Coordinator: Is responsible for managing transactions in which they are specified as a transaction coordinator for. They will have access to all contacts and vendors on each transaction.



Once you’ve selected a role for the agent, click Save at the bottom of the menu.