Managing Users and Permissions in Your Account
Managing Users and Permissions in Your Account
How Do I Remove a Team Member from My Workspace?
Also known as: remove a team member, remove a user from my account, delete a team member, deactivate user, revoke
access, disable login, take someone off my team, remove from my team, remove from my account.
Short answer: Go to Account Settings → Team Members (/team/members), find the user, click Remove (or Deactivate), and
confirm. Their login stops immediately, leads they owned become unassigned for reassignment, and their phone number (if
any) is released. Full walkthrough in the Remove a Team Member section below.
💡 In BrokerKit, your "account", "team", and "workspace" all refer to the same thing — the shared space where your team
members collaborate. You can remove users from any of these terms interchangeably.
This article is for account admins and owners. It covers how to invite new users (team members), change their roles, and
remove them when they leave. For the person receiving an invitation, see [Joining and Using Brokerkit as an Agent or
Affiliate user].
User Roles: Who Can Do What
Every user in your BrokerKit account has a role that controls what they can see and do. BrokerKit has five roles:
| Role | Typical use | Can see all leads | Can manage account settings | Can send bulk emails | Can edit shared
templates | |---|---|:-:|:-:|:-:|:-:| | Owner | Account creator / primary decision-maker | ✓ | ✓ | ✓ | ✓ | | Admin |
Full-access recruiters and managers | ✓ | ✓ | ✓ | ✓ | | Staff | Recruiters and coordinators | ✓ (per access rules) | ✗ |
✓ | Personal only | | Agent | Your company's agents being retained | Their own only | ✗ | ✗ | ✗ | | Affiliate | External
partners earning referrals | Their own only | ✗ | ✗ | ✗ |
Owner and Admin are effectively equal in capability; the Owner is typically just the person who created the account.
Staff users have nearly the same capabilities as admins, but cannot edit account settings (billing, integrations,
lead-access rules) and cannot edit templates that belong to other admins.
Agents and Affiliates are external users — they can only see leads assigned to them (their own pipeline). Use Agent for
hired team members on your retention roster; use Affiliate for referral partners.
Inviting a New User
1. Go to Account Settings → Team Members (or navigate directly to /team/members).
2. Click Invite Team Member (or Add User).
3. Fill in:
- First name / last name
- Email (will be their login)
- Role — Admin, Staff, Agent, or Affiliate
4. Click Send Invite.
💡 Tip: If the person is already in your account (for example, as an Agent or Affiliate), you don't need to invite them
again. Simply use the search box on the Manage Team page to find them by name, click Edit next to their name, change
their Role to Admin or Staff in the dropdown, and click Save.
The invited user receives an email from BrokerKit with a personalized activation link. They click it to create their
password and complete account setup.
The invite email didn't arrive
- Ask them to check spam / junk.
- Confirm the email you entered is correct (resend from the Team Members page with a fix).
- If they still don't see it, contact support — we can resend the invite or manually activate the account.
Sharing referral links with agents and affiliates
After inviting an agent or affiliate, you can share their personalized referral landing page link so they can start
sending you referrals. You can also download the team roster CSV to find everyone's landing page links. See [Getting
Your Agents and Affiliates Set Up to Send Referrals] for full instructions.
Changing a User's Role or Permissions
1. Go to Account Settings → Team Members.
2. Find the user in the list.
3. Click Edit next to their name.
4. Change the Role dropdown (e.g., from Staff to Admin).
5. Save.
The new permissions apply immediately on their next page load.
Role changes you might need to make
- Promote a Staff user to Admin when they start managing account settings or billing.
- Downgrade an Admin to Staff if you're tightening who can edit integrations.
- Change an Agent to Staff if one of your agents takes on a recruiting role.
- Change an Affiliate to Agent if a referral partner joins your brokerage.
Controlling What Staff Can See (Lead Access Rules)
Even within the same role, admins can tune how much data staff see:
1. Go to Account Settings → Lead Access.
2. Choose one of three rules, separately for Recruiting and Retention:
- All leads — staff see every lead in the account.
- Mine only — staff only see leads they own.
- Mine + unassigned — staff see their own leads plus leads without an owner.
This is different from the role — a Staff user on "All leads" sees everything; a Staff user on "Mine only" sees only
their own assignments.
Viewing All Contacts: The "My" vs "Show All" Filter
In Recruiting and Retention, every user has a view filter at the top of the contacts list that controls which contacts
are visible:
- "My" shows only contacts assigned to you (where you are the Owner).
- "Show all" (or "All") shows every contact in the account, regardless of who owns them.
This filter is separate from your role and Lead Access rules:
- Admin and Owner users can always switch to "Show all" to see the entire pipeline.
- Staff users can switch to "Show all," but the results may still be limited by their Lead Access rules (set at
Account Settings → Lead Access). A Staff user on "Mine only" sees only their own leads even with "Show all"
selected.
- Agent and Affiliate users always see only their own contacts — the "Show all" option is not available to them.
💡 Tip: If you (or a team member) can't see contacts in Recruiting or Retention, check two things: (1) the "My" / "Show
all" filter at the top of the list, and (2) for Staff users, the Lead Access rules at Account Settings → Lead Access.
Remove a Team Member, Deactivate a User, or Revoke Access
Also known as: remove team member from account, remove team member from team, remove user from my team, deactivate user,
revoke access, disable login, terminate account access, take someone off my team, delete a user.
Step-by-Step: Remove a Team Member
When someone leaves your brokerage or you need to revoke their access:
1. Go to Account Settings → Team Members.
2. Find the user.
3. Click Remove (or Deactivate).
4. Confirm.
What Happens When You Remove a Team Member
- They lose access to the account immediately — next login fails.
- Any leads they owned become unassigned (owner = none). Reassign them in bulk. See [Adding and Editing Individual
Leads] for bulk reassignment.
- Their associated personal record in the retention roster (if any) is archived.
- Their BrokerKit phone number (if they had one) is released back to the pool for reuse.
Before you remove a user: review campaigns and tasks
Removing a user stops their access, but you should also review active Smart Campaigns before or immediately after
removing them.
Campaign email and text steps can be set to send from a specific Admin or Staff user. If a departing user is selected in
the From dropdown for a campaign step, edit the campaign and change that step to another active user or to Contact
Owner.
Campaign task steps can also be assigned to a specific user. If task steps are assigned to the departing user, edit
those task steps and choose the person who should own the tasks going forward.
If a campaign uses Contact Owner as the sender or task owner, filter your contacts by Owner = [departing user]. Then
either pause those campaign subscriptions or use Smart Campaigns > Remove from Campaign in bulk before reassigning the
contacts to a new owner.
Archiving the departing person as a contact only pauses campaigns that person is personally subscribed to as a contact.
It does not pause campaigns for contacts they own, and it does not change campaign steps where they are selected as the
sender or task owner.
For campaign-specific steps, see How to Stop or Remove Campaigns and Smart Campaigns: Automating Your Recruiting &
Retention Outreach.
Removing ≠ deleting their history
Removing a user revokes access but preserves:
- Emails and texts they sent (still visible in each contact's message history)
- Notes and call logs they created
- Tasks they completed
Their name will still appear in historical records even after removal.
Frequently Asked Questions
Q: How do I remove a team member from my team/account/workspace? A: Go to Account Settings → Team Members, find the
user, click Remove (or Deactivate), and confirm. See the step-by-step above.
Q: Can I have more than one account owner? A: An account has exactly one Owner, but you can have multiple Admins —
Admins have the same functional permissions as the Owner.
Q: How many Admin or Staff users can I add to my account? A: The number of Admin and Staff users your account allows
depends on your pricing plan's user seats limit. To check your plan's seat allowance:
1. Go to your Billing page (click your name in the upper-right corner → Billing).
2. Click Change Plan.
3. Look for User seats included under your current plan.
4. This shows how many Admin and Staff users are included.
Note: If you're on an older plan that doesn't appear in the billing page, contact support — we can look up your plan
details for you.
Q: How do I make someone a Super Admin or give them billing access? A: "Admin" is the top role other than Owner. Billing
is tied to the Owner, but Admins can view subscription details. To transfer ownership, contact support.
Q: A team member forgot their password. A: Direct them to use the Forgot Password link on the login page — they can
reset it themselves. See [Creating or Changing Your Account Password].
Q: Can I see what a team member has been doing? A: Yes — use the Activity Report to see per-user call, email, text, and
task counts. Open any contact profile to see which team member logged each action.
Q: What's the difference between "Agent" and "Affiliate"? A: Functionally similar — both are external users limited to
their own leads. "Agent" is typically used for agents at your brokerage being retained; "Affiliate" is for external
referral partners. The distinction is organizational, not technical.
Q: Why can't I see all the contacts in Recruiting or Retention? A: Check your view filter at the top of the Recruiting
or Retention screen. The "My" filter shows only contacts assigned to you. Switch to "Show all" (or "All") to see every
contact in the account. This is a common issue after restoring a user or giving someone new Admin/Staff access. For
Staff users, also verify your Lead Access rules at Account Settings → Lead Access — Staff may be limited to "Mine only"
or "Mine + unassigned" leads even with the "Show all" filter selected.
Does each user need their own account, or can multiple people share one login?
Each user must have their own login email and BrokerKit account. BrokerKit requires a unique email address per user, and
the account roles, permissions, ownership of leads, and Notification Center settings are all tied to that individual
account.
This applies even within the same household or office — for example, a married couple working together cannot share a
single BrokerKit login. Each person should be invited as their own team member with their own email address. That way:
- Each person has their own BrokerKit phone number for verified texting and calling.
- Activity (calls, emails, texts, tasks) is correctly attributed in the Activity Report.
- Notification settings, signature, and timezone are per-person.
- Lead ownership and "My vs. All" filtering work correctly.
The number of paid user seats your account has is set by your pricing plan; see Viewing and Changing Your Plan for
details on add-on seats.
Related Articles
- [Joining and Using Brokerkit as an Agent or Affiliate user]
- [Understanding Your BrokerKit Account]
- [Adding and Editing Individual Leads] (covers reassigning leads)
- [Why can't I see certain menu items in BrokerKit?]
- Managing Departing Agents - Archiving, Affiliating, and Re-recruiting