What is an Agent Portal User?
When working with Agents, you have the option to provide them with a free portal view of Open To Close. This means they will be able to view the details about the transactions they are a part of, submit intake forms for new transactions, and add their contacts to their portal.
How to Add an Agent Portal User
The first thing you will need to do is go to your Settings (gear icon) and select Organization & Users.
Enter the following information into the Add New User section.
First Name
Last Name
Email Address
User Type* - Agent Portal User
Username - letters and numbers only
Password - You can set up a secure password for the user by using LastPass or another password generator.
Message - This is where you can add a note to the Agent regarding their new portal view.
Once everything has been entered, click on Create User.
The new Agent will appear on the right side of the screen under the Agents section. From here, you can make the following adjustments to the Agent's profile.
Filter Option - If you have a large number of Agents, you can filter them to find the correct one.
Trash Icon - There might be times when you no longer need an Agent Portal User. Clicking the trash icon will delete the portal user from your Organization. This will remove the Agent's access to their portal view and any transactions associated with them will be reassigned to the Transaction Coordinator assigned to the transaction.
Agent Portal User Name - Clicking the name allows you to add or change the Brokerage the Agent belongs to as well as assign the Agent to any intake form you have on file.
Permissions - Right now, the only permission that applies to an Agent Portal User is whether you want them to have access to all of the contacts in your Organization. If you do not want them to have this access, uncheck the box.
Impersonate - Using the impersonation feature allows you to view the Agent Portal View for that user.
Agent Portal User Settings - Adding a Brokerage
To assign a Brokerage to your Agent, click on the Agent's name to go to the User Information section. Once there, click on the Set Brokerage drop-down to select a Brokerage from your Organization.
Agent Portal User Settings - Personal & Business Information
The information in these two sections is read-only. If you need to change any of the information, your Agent will need to log into their portal and update it from there. You also have the option to impersonate the Agent and update the information in their portal for them.
Agent Portal User Settings - Forms
You can assign specific intake forms to your Agents which allows them to submit new transactions directly into your Open To Close account. To do this, click on the Agent's name and then select Forms on the left side.
From there, click on the Choose Form drop-down to select the intake form you want to assign to the Agent and then click Add Form.
Set up the Agent Intake Form
Team - choose one of the teams in your Organization.
Team User - choose one of the team members from the team you selected. This will be who receives the intake form that the Agent submits. If you don't have any other Team Users, you can select yourself.
Broker - find the Brokerage your Agent is a part of.
Timezone - choose the timezone for the Agent.
Invoice Price $ (optional) - if you are utilizing the Stripe integration, you can add a fee for the intake form. Once the form is submitted by the Agent, the Team User can charge the Agent's card on file.
Submit Price $ (optional) - if you are utilizing the Stripe integration, you have the option to charge an intake form fee prior to the Agent submitting the form.
Trash Icon - you can remove any intake form from the Agent's portal by clicking the trash icon.
