Admin Tab‎ > ‎Groups‎ > ‎

Adding & Updating

When you set up groups within Broker Brain, you are identifying a set of individuals who have like capabilities within the system.  Once you identify the members of a group, you will then specify the privileges they are given.  Users can belong to multiple groups in order to have varying capabilities within Broker Brain.

Your Broker Brain website is configured with the following default groups:
  • Admin Team
  • Property Preservation Team
  • Property Open/Close Team
  • MLS Team
  • HOA Team
  • BPO Team
  • Closing Team
  • Offer Negotiation Team
  • Contract Team
New groups can be created and existing groups can be modified to meet the needs of your company.

Creating a New Group

1. From the Admin tab, click on the Groups tab on the left-hand side of your screen. The following options will appear:

2. Click on the + next to Add New Group. Following is a portion of the screen that will appear:

3. Choose a Name for the group.

4. Select the Market for that group (each group can belong to only one market).

5. If the group will be working with one particular agent only, assign them to that agent using the Agent Type field. This will restrict the property access of those in the group to that agent's properties only. If the group will be working with multiple agents, leave their Agent Type as unassigned.

6. If you have globally allowed public offers or lease applications on your properties, you can check the Public Offer Notifications or Public Lease Application Notifications box when creating a group. All members of that group will receive an email notification when an offer or lease application is submitted via a public setting.  Note: Click here for more information on public offers, or here for information on public lease applications.

7. If you wish to establish one individual to manage this group, select the name of that individual from the Manager drop-down box.  By doing so, any task notification emails sent out for unassigned tasks will go to the manager instead of to the entire group.  The manager can then edit, assign, delete, or complete those tasks.

8. Choose the users that you would like to belong to that group (if you haven’t created users at this point, you can also add users to a group during the user setup process.)
9.  In the Privileges portion of the Add New Group screen (shown below), establish user privileges for this group by placing a check mark next to each desired privilege, beginning with the Top Level Tabs. Top Level Tabs refer to the navigation tabs across the top of your screen (they may appear at the bottom if you have set up your preferences that way). If check boxes are left blank, those tabs will be unavailable to these users. Important: If the Web Sites box is unchecked, users in that group will not see the Web Sites Tab at the top of your Broker Brain site.
10. If there are any restrictions for users in this group, indicate this by selecting the appropriate boxes in the Restrictions section shown in red.  Selecting an item from the Restrictions section will prevent users from accessing that information.  Note that the first nine options relate to use of the system, while the remaining restrictions relate to property asset types.  When restricting asset types, you restrict users from being able to view or modify information for that asset type only.  For instance, if you were to select the Managed option, users will not be able to view properties with an asset type of Managed.  Likewise, is you were to select all of the asset types EXCEPT Managed, the users would ONLY be able to view managed properties.  Additionally, when groups are restricted from asset types, when they attempt to View Properties by Asset Type, they will only be given options for asset types they have permissions to view, as in the example below where the user is restricted from all asset types except Managed:
  • Checking Properties Read Only will restrict the user to the ability to read the property infomation but not be able to add to or change it in any way.  The only user that can override this option is a BPO Power User, which you can define under the Power Users privileges section. A BPO Power User can modify BPOs only if both Properties Read Only and BPO Power Users are assigned.
Note:  You can easily tell if a Group has been assigned a restriction, as their Group name will appear in a red bar in Admin>Groups, as shown below:
11.  In the Overrides section, indicate whether the users should have a General Inspection Notes Override privilege.  This privilege allows users with no note access to see only notes in the General Inspections section.  IF someone has the Hide All Notes restriction turned on, this override will allow them to still see notes in the General Inspections tab only.

12.  Select the reports these individuals are able to generate and/or view in the Reports Tab section.
13. In the Admin Tab section, indicate which administrative privileges your group should have within Broker Brain. 

14.  Select desired property privileges under the Properties Tab.

15. Define Power User privileges by selecting the appropriate boxes.  Power Users are defined below.

16. Click on ADD to complete the update. The new group will appear in the appropriate location.

Power Users

When creating groups, you have the ability to select privileges that make the users in those groups Power Users. There are 26 types of Power Users that can be selected when creating a group. They are listed below, along with the specific capabilities that each has.
Note:  To view this same list sorted by function, click here.
  • Property Repair Power User –The user can delete repairs.
  • Property Offer Power User – The user can delete offers from the system.
  • Property Lease Application Power User – The user can delete a lease application.
  • Property Lease Power User – The user can delete a lease and a tenant.
  • Property Expense Power User – The user can delete expenses. This will also add an Expense sub tab to the user's Home tab, creating a central place to see all expenses not submitted for reimbursement and all expenses submitted but not reimbursed.
  • Property HOA Power User –  The user can delete an HO.
  • Property BPO Power User – The user can delete a BPO and change submitted BPO’s to pending.
  • Property MMR Power User – The user can change a completed MMR to pending status as well delete an MMR from the system.
  • Property Forms Power User –  The user can delete forms.
  • Property Utilities Power User – The user can delete a utility from a property.
  • Property Clients Power User – The user can view the property client rep in the Property > Main tab or in the Property reports.
  • Property Agents Power User –  The user can access all properties whether they are assigned to an agent or not. This is only necessary if the system is set to restrict property access (this is discussed in the Site Settings section).
  • Property Assign Agents Power User – This power user has the ability to assign an agent to a property whether or not the system is set to restrict property access.
  • Expense Power User – The user can delete expenses.
  • Offer Agents Power User – The user is able to see all offers on all properties when Restrict Offers by Agent setting is enabled. This option overrides the Restrict Offers by Agent setting.
  • Lease Application Agents Power User – The user is able to see all lease applications on all properties when Restrict Lease Applications by Agent setting is enabled. This option overrides the Restrict Lease Applications by Agent setting.
  • Photos Power User – The user has the ability to add, edit, and delete photos.
  • Status Power User – The user can change a property status comment by double clicking on it.
  • Notes Power User – The user can delete notes or delete attachments.
  • Notes Edit Power User – The user can edit notes once they have been added to a property.
  • Tasks Power User – The user can delete tasks, complete tasks for any user, reassign due dates, and assign tasks to specific users.
  • Tasks Complete Power User – The user can complete tasks for any user.
  • Flags Power User – The user can delete flags other than those that they add to a property.
  • Property Count Power User – The user can see the Active Property count in the Bottom Navigation Bar.
  • Undelivered Email Power User – The user will have an "undelivered" tab added to their email section and undelivered messages returned to their Broker Brain system will be received into that mailbox. Choosing this option allows the user to see the undelivered messages.
  • External Systems Power User – The user can access the Equator sub tab located on the Home tab at the top of the screen.
Updating an Existing Group

Updating groups is essentially the same process as adding a new group. Click on the + sign next to the group name that you want to update and follow the steps as outlined in Creating a New Group.

  • If a user is in more than one group with different privileges, they will have the combined privileges of each of the groups.
  • If you have created new Markets, you will need to create new groups for those markets. You may want to duplicate those created for the original market. It is recommended that you include the name of the selected Market in the new group. Example: HOA Team – Phoenix Market. This will become important when creating Auto Tasks.
  • If you have restricted property access to only the Agents assigned to a property, you may at some point want to give one agent access to another’s properties. To do this you will want to create a new group, using the steps indicated on the previous pages. In addition, select the name of the agent, whose properties you want to share, from the Type drop down menu. Be sure to give the appropriate privileges to the group. Any users that you select to be in this group will now have access to all properties of this agent