Introduction

Every real estate team experiences changes in agents, structure, etc. LoftyWorks allows for you to quickly add, edit, remove, or export members of your team to keep the roster clean and accurate, and to easily reassign contacts as necessary. This article explains how to add or remove an agent from your LoftyWorks account.

Summary

• Add Your Members
  • Steps to Add Team Members
  • Paying for Additional Seats
• Export Team Members
• Deactivate Team Members
• Remove Team Members
  • Deleted User Contact Activities
  • Remove Unused Seats
• User Activity Log
• Display Only Agents
• Adding Agents as Contacts

Add Your Members

Steps to Add Team Members

If you are the team owner or admin, you can add or remove team members to your LoftyWorks account up to the seat limit purchased. To do so, follow these steps:

Choose the option to manually add a new agent.

1. You can also access this pop-up window via Personal Tab:
   1. Go to Settings
   2. Under the Personal tab, under My User Settings, click on My Company
   3. Click Manage User
      • The page will automatically switch to the Company tab
   4. Click Add Agent
2. Fill in the fields and click Save to have an invite sent to your team member. Remember that permissions can be adjusted after the new user's account is active.
3. The new user will receive a welcome email and will have to select Accept to activate their LoftyWorks account as a member of your team. Once the new user clicks the link to ACCEPT it will redirect to a page to "Set A Password".

Paying for Additional Seats

All packages bought with LoftyWorks have a seat limit that was agreed upon at purchase. If you would like to add additional seats to your account bill, you can do so directly through the CRM unless your account type is not supported.

*IMPORTANT:

• These steps can only be followed by the Team Owner.
• The prorated seat cost will be billed immediately, with the full seat cost added to the bill starting the next pay period.
• This feature is only available for certain packages. If you do not see the option, please contact our Support Team at support@loftyworks.com or call +44 330 321 3500 to have seats added.

1. If you have reached the seat limit of your current plan. You can add seat to your subscription by filling up the form and clicking the "I agree..." checkbox at the bottom of the pop-up window.

2. If you would like to add a specific number of new seats before hitting your limit, you can click on the "Purchase More Seats" button directly from the agent list:

If there is no card on file, you will be asked to provide payment information by clicking a secure link.

Once a card is on file, you will be provided with the steps to add seats to your order:

Export Team Members

Team Owners or Admins can export their agent list, similar to a contact export. 

Permissions Required:

• Team: Manage User
• Enterprise: User Management - Entire Company/User Group

To export the agent list on a Team or Enterprise account, navigate to Settings → Agents. Next, check the boxes next to the agents you want to export. Click the box at the top to select all agents.

After checking the box, the side panel will offer the option to export the agent list.

Before processing, a disclaimer will let you know what information will be exported, and that you should be careful with your members' personal information. After you agree, the export file will be sent to your email address on file, similar to a contact export request.

Deactivate Team Members

If you have a team member that is not going to be active for a while, you don't want to eliminate their seat in the LoftyWorks account, you can deactivate them. Company Owners and Admins cannot be deactivated. 

To deactivate a user, click on the Edit icon under the user's Action column and click Manage -> Deactivate User

Important to note when deactivating a user:

• Deactivating a user will not reduce the number of seats on your LoftyWorks account.
• All existing contacts and progressions/applications will remain in the deactivated users account, unless you transfer those contacts to another user first. If another agent will be taking over for the deactivated agent, we recommend transferring the contacts to them before deactivating their account.
• If the deactivated user has a virtual phone number, we will retain that number on their account for three (3) months. After that time, the number may be removed from their account.
• When it is time to reactivate the user, navigate back to their profile and click Manage -> Activate User. 

Remove Team Members

Team Owners or Admins can also remove members from your account. Here are the steps to do so:

Click on Settings > Company User Settings > User > More Action (...) > Delete for the user that you would like to remove. 

Choose whether you would like to delete the contacts assigned to that user or reassign them to another member of your team. You can also select whether you want to add the contacts to a specific segment so that they are easier to locate (be sure to have the segment added on the Contact Segments page first). 

The user will then be deleted. You can then use that available seat to add a new user if desired. 

Note: Deleting a user can lead to data loss. Recovering this data may come with a fee set by our development team.

Deleted User Contact Activities

When a user is deleted from a team but their contacts remain on the team (to be reassigned, etc.), the history of the contacts will remain with the deleted agent's name on the timeline of the contact profile page. The only exception to this is when an agent disconnects their Gmail account and chooses to remove all email activity (this is a Google requirement). 

Remove Unused Seats

When a user is deleted from the CRM, their seat is not automatically deleted. The account owner can either fill that seat with a new user, leave it empty, or delete the seat. To remove unneeded seats, navigate to Avatar Menu → Billing Center and select Subscriptions. Click Manage next to the add-on you want to update. At this time, we only support managing the number of seats.

If there are unused seats available to remove, the number of unoccupied seats will be provided, and you may select the number of seats you want to remove. Occupied seats cannot be removed. 

User Activity Log

Users with the "Manage Team" permission (see Team Permissions relink) can view the "Last Active" activity of team users under Settings > Company > Users > Agent List. In this context, "Last Active" means the user's last operation time on LoftyWorks when they opened a page or clicked a button in the CRM. 

Display Only Agents

If you have team members who are not utilising the CRM, they can be added as a Display Only Agent. They will appear in your company hierarchy, but they have no access to the LoftyWorks CRM or account login. Display Only Agents can be added at no cost, and do not count toward your total number of purchased seats. 

To add a Display Only Agent, check the radio button next to Display Only when adding a member:

Within the team hierarchy, Display Only agents will have the Account Type "Display Only":

Display Only Agents can be converted to Users, and provided a seat in the CRM, within the Display Only Agent's profile. First, click the edit icon next to the agent you would like to convert. Next, select "Manage" in the upper right corner and select "Convert to Platform User":

Adding Agents as Contacts

A user's email address can be used as both an agent/user login as well as an email address assigned to a contact. Admins may be interested in adding their new team members as a way to provide them with training via an automated Smart Plan that they have built out, for example. The email address can only be used once per team as a contact as well. 

FAQ

Q: If an admin/owner deleted an agent and later on realised they needed it back, is there a way to recover it within the CRM?
A: The recovery of deleted agents within the CRM is currently not supported. Currently, we judge data recovery on a case-to-case basis. You may reach out to LoftyWorks Support to see if data can be restored.

A sample file for CSV import of Agents: download a copy

Questions?

If you have any questions about this topic or anything else, please get in touch with our Support Team. You can email us at <Support@LoftyWorks.com> or call us on +44 330 321 3500.