Within your admin profile, you can add and remove agents from your brokerage user list. This controls access to your brokerage premium and provided forms. With your admin permission you can do update user access by:
- Adding agents
- Adding multiple agents at once
- Removing agents
- Giving loop access to former agents
- Adding, removing and editing admins
As an admin, you can add agents to your brokerage account at any time based on your current user list and limit. To view your current user list, you must first be within the administrative profile People section.
The option to add agents is only available to admins with permission.
There you will see the agents currently attached displayed on the right. The current number of users is listed in the search bar.
Please Note: You will want to make sure that when adding agents to the brokerage that we have the intended office-level selected, never the brokerage level.
Enter the required information; First name, Last name, email address, and role. You can also add a custom message that appears in the email notification to the agent.
Agents can connect to the brokerage from a current dotloop account based on the email address used for login.
When you click the ADD PERSON button, an email will be sent containing your custom message (if applicable) notifying them that they have been added to the office.
Upon receiving the welcome email, new users receive a link taking them to the account registration page where they can create a password and log directly into their new account and profile attached to the brokerage.
Agents with current accounts still get the email notification but instead should log in and a pop-up notification with the option to make the brokerage premium profile their default profile will appear.
Contact support if you are having one of these issues adding or updating the agent’s access:
- Agent unable to set password to login through team invitation; password reset not working
- Agent can log in but is having issues viewing the brokerage premium profile and the email address is correct.
- Agent seeing duplicate profiles for the brokerage on the same account.
- Reached your user limit or unable add new users
Adding multiple agents at once
Alternatively, if you wish to add multiple agents at once, you can accomplish this as well with the use of a spreadsheet. To import a list of new agents, within your admin people section:
From the import people window, you will be given the option to upload your excel file.
Follow the same format seen in the example template: First name, Last name, email address, and role. The role column controls what level of access the user will have.
The "admin" role automatically gives the user an admin profile for your brokerage or office depending on your selection in the left-hand menu, the "user" role will give them an agent account attached to your brokerage.
Lastly, we will need to make sure to include a column for Brand ID. This column is where you can add your agents’ associated Brand ID if applicable.
If not applicable, this column must still be included on the form (and can be left blank).
This message includes the number of recognized users and any duplicates the system sees. Any duplicate users will not be added to your brokerage.
You also have the option to send a custom team invitation message to the new users.
Upon receiving the welcome email, new users receive a link taking them to the account registration page where they can create a password and log directly into their new account and profile attached to the brokerage.
Agents with current accounts still get the email notification but instead should log in and a pop-up notification with the option to make the brokerage premium profile their default profile will appear.
Removing agents within the admin profile revokes access to the brokerage forms and the brokerage premium provided profile.
There you will see the agents currently attached displayed on the right. The current number of users is listed next to the search bar.
Please Note: Make sure when you’re removing agents from the brokerage that you have the intended office-level selected, never the brokerage level.
You can utilize the search bar at the top to quickly find the agent.
You will now be prompted to confirm you are sure you wish to remove the agent from the office.
The agent will now be removed from the office. This will remove your office's premium profile from their account, but you will always have access to the loops created by the agent within the admin profile for the brokerage.
Agents do not receive an email notification when they are removed.
NOTE: If the agent has multiple accounts, this can also be used to correct which account (email address) an agent uses for access to the brokerage premium.
If the agent belongs to a team and is attached to an office, unless removed from both they will still have access to the loops associated with the office but not the team.
You can give admin approval for access to old loops, this gives access to the brokerage premium profile but does not attach the user back to the brokerage user list.
As a brokerage, you control the access to all loops within your account. When an agent leaves a brokerage, they may request access to loops, admin approval is required but optional to give. If granted the former agent can access the office profile that was provided by the brokerage on their account.
Former agents should not use the profile going forward due to the profile and loops being attached to the brokerage, they can access and download the documentation or wrap up their last loop transactions, but it is recommended they create a new profile or new account with a different email address to separate new loop access and information.
Agents also cannot move brokerage provided template folders from one profile to another within the account.
To give loop access to former agents, email dotloop Support (support@dotloop.com) with the following information:
- First name
- Last Name
- Email address associated with account
- Member id
- Office Name/id the agent was attached to (if applicable)
You will receive a confirmation email of profile access given; you can also revoke the access at any time using the same email process.
Things To Remember:
If an agent needs to update the email on their account you do not have to update their information, the agent can change the email within the My account settings. {Change Email Support Link}
When entering in the appropriate information, if the agent is not using a brokerage provided email please verify that the email they want to use is active and that they can receive emails for account access, email notifications and password resets.
If the agent is unable to log in or didn't receive the team invitation, within the user list check the status of login for the new agent. If the status is NEVER LOGGED IN verify the spelling of the email address. Click on the menu option next to their name and select “Send Invitation”
Adding, removing, and editing admins
As an admin, you can add admins to your brokerage account at any time based on your current user list and limit. To view your current user list, you must first be within the administrative profile People section.
The option to add Admins is only available to admins with the current permission to add people.
There you will see the agents and admins currently attached displayed on the right. The current number of users is listed in the search bar.
Please Note: If your brokerage is set up to accommodate office level admins then you can follow this same guide, only adding and editing the admins within the office tab.
The user list will update the reflect the admins for the selected brokerage/office.
If you only select the brokerage, the list will reflect admins for all locations is applicable.
Enter the required information; First name, Last name, email address, and role. You can also add a custom message that appears in the email notification to the agent/admin.
Admins can connect to the brokerage from a current dotloop account based on the email address used for login.
Note: Even though you are adding an admin you do not need to check the 'Add As Admin' box in this step.
Upon receiving the welcome email, new users receive a link taking them to the account registration page where they can create a password and log directly into their new account and profile attached to the brokerage.
Admins with current accounts still get the email notification but instead should log in and a pop-up notification with the option to make the brokerage premium profile their default profile will appear.
Once the person has been added then you can make them an admin. Click on the three vertical dots to the right of the person and choose 'Make Admin'.
Now that we have added this person as an admin we can edit their admin rights and remove admin rights.
Contact support if you are having one of these issues adding or updating the admins access:
- Admin unable to set password to login through team invitation; password reset not working
- Admin can login but is having issues viewing the admin profile and the email address is correct.
- Admin has only one profile; no agent level profile listed
- Admin seeing duplicate profiles for the brokerage on the same account.
- Reached your user limit or unable add new users