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PrintRoles & Permissions Overview
This area is used to manage the security Roles and the permissions that each role is allocated. There are numerous permissions settings, having to define and maintain these for every staff member would be a tedious process. Instead we group sets of permissions into roles. A Role is a responsibility assigned to each user. Each Role has determined permission settings, allowing the user to administer pre-defined areas of the system. The versatility of this allows you to control user access such as View Only, Add, Edit and permission to Remove.
The system has a default set of roles; the Office Administrator (Highest Level) – full access, Sales Coordinator (Medium Level) – access to all areas with the exception of the Administration area, and Sales Person (Lowest Level) – access limited to their own data. The Sales Coordinator & Sales Person roles may be updated to suit your agency’s requirements. There is also a role of No Access that prevents access to all system data. This role would be assigned to users that have left the company.
Agencies can modify the Sales Coordinator and Sales Person roles or add their own.
Creating and Modifying Roles
You can not edit or create a role with a ‘higher’ scope than your account has. For example if you have the “Sales Coordinator” role you have full permissions on data belonging to your agency (i.e. permissions with ‘agency’ scope). You cannot modify or create a role which has permissions allowing access to all the data in your sister agency. A role applies to the function selected and any function above that one in the list i.e. if you can Add Properties to Your Agency then you can Add Properties to all Departments within that Agency, but if you can only Add Properties to Your Department then you won’t be able to Add Properties to other Departments.
Assigning Roles
You cannot assign a role with a ‘higher’ scope than your account has.
For example a ‘Sales Coordinator’ cannot assign the ‘Office Administrator’ role to their own, or anyone else’s staff information.
Permissions Tab
Permissions are also commonly referred to as tasks. Permission is the ability to perform a particular action on a particular piece of data. There are five types of permissions: View – Allows the user to see records. Add – Allows the user to create new records. Edit – Allows the user to modify and change records. Remove – Allows the user to delete records. Note: Delete does not necessarily mean to delete an item so that it can’t be seen but can mean ‘to finalise’ i.e. make an appraisal Old, Withdraw a listing, Settle a contract etc. Allowed – Allows the user to perform a very specific function.
Permission Scope
Permissions also have a scope. For example a residential sales person may have permission to add listings to the residential sales department, but not the commercial sales department. So in this case the scope of the permission is limited to a department. The following scopes are available for most permissions;
Own, Department, Agency and Sister Agency (agencies with the same head office).
Not all scopes are applicable to all Security Modules. For example Departments belong to an agency rather than an individual, so it doesn’t make sense to say you have permission to modify your own departments. Contacts on the other hand do belong to individual staff, so contact permissions can have ‘own’ scope.
Security Modules
Permissions are applied in the following modules; Calendar, Task, Contact, Property, Advertising, Trust Management, Administration and Reports. These are the different sets of data on which permissions can apply.