The team, roles and rights
Invite a member, join a team, set each person's rights, deactivate a member and upload the team's photos.
Everything happens in the menu, Organisation group, Team section. The page lists the agency's active members: photo or initials, name (yours followed by “(you)”), email address and role.
Who can do what on this page
| Action | Who |
|---|---|
| See the members | The whole team |
| Invite a member, see, resend and cancel invitations | The “Invite members” right |
| Set a member's rights | The administrator |
| Deactivate a member | The administrator |
| Change a member's photo | The “Edit the site” right |
The roles
An agency has three roles: Administrator, Manager and Agent. The role is held per agency: a person who works for two agencies can be administrator in one and agent in the other.
Reserved for the administrator, whatever the rights:
- setting a member's rights and deactivating a member;
- editing My agency;
- opening the API, Webhooks and Syndication pages.
This screen lets you neither change a member's role nor reactivate a deactivated member.
The rights
Each member receives the rights of their role. The administrator can then add or remove rights, member by member.
| Right | What it allows | Administrator | Manager | Agent |
|---|---|---|---|---|
| “Edit the site” | The draft, the media library, team photos, the AI assistant. | yes | yes | no |
| “Publish the site” | Publish changes, put online, the address, the logo. | yes | yes | no |
| “Domain names” | Connect a domain, buy and renew names (paid). | yes | yes | no |
| “Billing” | Billing details and paying invoices. | yes | yes | no |
| “Subscription” | Choose, change or cancel the agency's subscription. | yes | no | no |
| “Invite members” | Never above their own role. | yes | yes | no |
| “Work settings” | Reminders, pipelines, viewings, ImmoScore, e-mail templates, providers. | yes | yes | no |
| “Integrations” | Listing channels, API keys, webhooks. | yes | no | no |
- The administrator always has all rights. They cannot be removed: to restrict an administrator, give them another role.
Setting a member's rights
- On the member's line, click Rights. The button appears neither on your own line nor on an administrator's.
- In the “Rights of …” window, tick what the member may do in addition, untick what they must not do. The rights of their role are marked “included in their role”.
- Click Save. The message “Rights of … saved.” is shown.
To cancel all settings, click Back to the role's rights.
What happens next:
- the change applies right away, from the member's next action;
- the “Custom rights” badge is shown on their line as long as their rights differ from those of their role.
Inviting a member
- Click Invite a member.
- Enter the person's Name (at least 2 characters) and E-mail.
- Choose the Role.
- Click Send the invitation. The message “Invitation sent to …” is shown.
You never invite above your own role:
| You are | You can invite |
|---|---|
| Administrator | an Agent, Manager or Administrator |
| Manager | an Agent or Manager |
| Agent (with the right) | an Agent |
What happens next:
- the person receives the email “… invites you to its team on ImmoBooking”, in your language, with the Join the team button;
- the link is valid for 48 hours and works only once;
- the invitation appears under Pending invitations, with its status: “Sending”, “Pending” or “Expired”.
| Message shown | What it means |
|---|---|
| “This person is already a member of the agency.” | The address already has active access to your agency. |
| “This address is already used for another kind of account (private individual, provider…): it cannot join the team.” | Use another address for this person. |
| “Only the administrator can invite an administrator.” | The chosen role is above yours. |
| “Too many invitations today. Try again tomorrow.” | The agency has sent 30 invitations within 24 hours. |
Resending or cancelling an invitation
- Send again sends a new link; the old one no longer works. At most 5 resends per invitation within 24 hours.
- Cancel the invitation withdraws the invitation: its link no longer works.
- Inviting the same address again replaces the previous invitation.
Joining a team
These steps are done by the invited person.
- Open the invitation email and click Join the team.
- On the “Join the … team” page, your E-mail address is already filled in.
- The page recognises your situation. Without an account, enter a Password (at least 12 characters), then Confirm password.
- If you already have an account in another agency, just enter your Current password.
- Click Join the team.
What happens next:
- you become a member of the agency with the role of the invitation;
- a new account takes the language of the person who invited you;
- an existing account keeps its other agencies: you move from one to the other with Switch agency (see First steps);
- the sign-in page is shown with “Welcome to the team: sign in.”
| Message shown | What it means |
|---|---|
| “This link is no longer valid: ask the agency to send the invitation again.” | The link has expired, has already been used, or has been replaced or cancelled. |
| “Incorrect password.” | The current password entered is wrong. |
| “Too many attempts. Try again in an hour.” | Too many attempts: wait an hour. |
| “This address cannot join an agency team (it is already used for another kind of account).” | The address is used by a private individual's or provider's account. |
Deactivating a member
- On the member's line, click Deactivate.
- In Who takes over their tasks and opportunities?, choose another member.
- Click Deactivate. The message states how many tasks and opportunities were taken over.
What happens next:
- the member can no longer enter this agency; their open sessions in the agency are closed right away;
- their to-do tasks and open opportunities go to the chosen member;
- their past mandates and viewings keep their name;
- if they also work for other agencies, they keep their access there.
Rules:
- you cannot deactivate yourself;
- the agency must keep at least one active administrator;
- the person taking over must be another active member.
The team's photos
With the “Edit the site” right:
- Click the member's photo (or initials).
- Choose a PNG, JPEG or WebP image of 12 MB at most.
The message “Photo of … saved. It is used on the site, everywhere, right away.” is shown. The initials may stay visible for a few seconds while the photo is prepared.