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Private Library Folders

Updated over 2 weeks ago

Finally, a simple way to keep confidential transaction documents, financial records, and sensitive client information visible only to the people who need them. Private library folders allow you to hide entire folders from unauthorized users, providing the document security your brokerage needs without the complexity.

Once a folder is private, users without access won't see it at all, not even the folder name. Make sure critical everyday documents stay in public folders.

What this means for your daily work

You can now mark any library folder as "private" and choose exactly who can access it. Think of it like having a locked filing cabinet within your digital library; only those with the key can even see that it exists. This means your commission splits, personnel files, and confidential deals stay truly private, while everyday documents remain easily accessible to your entire team.

Key benefits for your brokerage

  • Complete invisibility for sensitive documents, not just restricted, but hidden

  • Automatic team synchronization - add a team once, new members get access automatically

  • Self-managing access - users who set folders private are locked into the access list

  • Time savings - no more individual document permissions to manage

  • Compliance ready - maintain audit trails while protecting confidential information

Understanding the folder privacy logic

The private folders feature works through a combination of folder-level privacy settings and user permissions. When you mark a folder as private, it becomes completely invisible to anyone not on the access list, they won't even know it exists.

How to set up Private Folders

Making a folder private

Follow these steps to convert any folder to private status:

  1. Navigate to your Company Library and locate or create the folder you want to protect

  2. Right-click on the folder (or click the three-dot menu) to open the context menu

  3. Select "Edit" from the menu options

  4. Tick the "Private folder" checkbox

    1. This option only appears if you have the "Can manage library" permission

  5. Select who should have access:

    • Search and add individual users using the search box and clicking add user

    • Tick the checkboxes next to teams that should have access

      • You'll be automatically added and cannot remove yourself (unless you have override permissions)

  6. Click Save to apply your privacy settings

After saving, the folder immediately becomes invisible to anyone not on the access list.

Managing access

Action

How to do it

What happens

Add individual user

Type name in search box, click "add user"

User immediately sees the folder

Add the entire team

Check box next to the team name

All current and future team members get access

Remove user access

Click 'X' next to their name

Folder disappears from their view immediately

Remove team access

Uncheck the team box

All team members lose access (unless individually added)

View current access

Open "Edit folder" modal window anytime

See complete list of users and teams

Permission types explained

Your brokerage has more granular control over who can manage document privacy:

Users with basic "Can access library" permission can:

  • View all public folders

  • View private folders they've been specifically granted access to

  • Upload/download from accessible folders

  • Cannot change privacy settings

Users with "Can manage library" permission have everything from standard access, and:

  • Change privacy settings on folders they can access

  • Add/remove users from private folder access lists

  • Create new private folders

  • Cannot access private folders they haven't been added to

Users with "Can access all private folders" permission can:

  • See EVERY folder in the library (public and private)

  • Access all documents regardless of privacy settings

  • Visual indicators show which folders are private

  • Typically reserved for brokers and compliance officers

Most agents only need standard access. Reserve privacy management for office managers and team leads.

Common use cases

Scenario 1: Protecting commission statements

Your monthly commission statements should only be visible to accounting and broker/owners.

Solution:

  1. Create a "Commission Statements" folder

  2. Set it to private

  3. Add your Accounting Team and Broker/Owner Team

  4. New accounting hires automatically gain access when added to the team

Time saved: 15 minutes per month not managing individual document permissions

Scenario 2: Confidential transaction documents

A high-profile client's transaction needs limited visibility during negotiations.

Solution:

  1. Create a private folder for the transaction

  2. Add only the listing agent, transaction coordinator, and broker

  3. Keep all sensitive documents in this folder

  4. After closing, you can make it public or maintain privacy

Benefit: Zero risk of unauthorized access during sensitive negotiations

Scenario 3: Personnel files and HR documents

Employee records must be accessible only to HR and management.

Solution:

  1. Set your HR folder to private

  2. Grant access to HR team and the executive team only

  3. Individual personnel files stay completely hidden from other staff

  4. New HR team members automatically see these folders

Compliance win: Maintains employee privacy while ensuring authorized access

What happens when...

...someone leaves a team? They immediately lose access to that team's private folders (unless they have individual access).

...you accidentally make the wrong folder private? Simply toggle it back to public - all users regain immediate access.

...the person who created a private folder leaves the company? Users with "Can access all private folders" permission can still manage it.

...you need emergency access to all private folders? Admins can grant themselves or others the "Can access all private folders" override permission.

Pro Tips:

  • Keep day-to-day operational documents in public folders

  • Create specific private folders for sensitive categories

  • Use clear naming conventions like "PRIVATE - Commission Statements"

Troubleshooting

"I can't see the privacy checkbox in the Edit window"

Cause: You don't have the "Can manage library" permission.

Solution: Contact your broker or admin to grant you this permission if you need to manage private folders.

"A folder disappeared from my library"

Cause: The folder was made private and you're not on the access list.

Solution: Contact the folder owner or your broker to request access. They can add you individually or through a team.

"I can't remove myself from a private folder I created"

This is by design. The system prevents you from accidentally locking yourself out of your own private folders. If you need to transfer ownership, add another privacy manager first, then have them manage the access list.

Users with "Can access all private folders" permission can see all private folders for compliance and audit purposes.

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