How Do I Set Up My Team?

Setting up your team in Propel allows multiple people to collaborate on managing prospects, reviewing conversations, and handling leads. This guide explains how to add team members, manage their roles and permissions, and work together effectively.

What is Team Management?

Team management in Propel lets you:

• Add team members to your organization
• Assign roles (admin or member) with different permissions
• Invite users via email invitations
• Manage access to your organization's data and features
• Collaborate on prospects, engagements, and listings

Use Case Examples:

• Property Management: Add leasing agents, property managers, and office staff to handle rental inquiries
• Real Estate: Invite buyer's agents, listing coordinators, and transaction coordinators
• Short-Term Rentals: Add property managers and guest services team members
• Commercial Real Estate: Set up teams for different territories or asset types

Prerequisites

Before setting up your team, you need:

1. Admin access - Only organization admins can manage team members
2. Organization created - You must be part of an organization (created automatically when you sign up)

Understanding Roles and Permissions

Propel has two role types:

Admin Role

Admins have full access to:

• Team management - Add, remove, and modify team members
• Mailbox configuration - Create and configure mailboxes
• Rule management - Create and edit automation rules
• Settings access - Modify organization settings
• All member permissions - Everything members can do

Member Role

Members can:

• View engagements - See all conversations and prospects
• Manage listings - Add, edit, and organize property listings
• Review responses - Approve or reject AI-generated responses
• View contacts - Access contact information and history
• Use features - Access all core Propel features

Note: Members cannot manage team settings, mailboxes, or rules.

Adding Team Members

Step 1: Navigate to Team Management

1. Log in to your Propel account
2. Select your organization from the dashboard
3. Go to Settings > Team (or navigate to the Team page directly)

You'll see two tabs:

• Members - Current team members
• Invitations - Pending invitations

Step 2: Invite a Team Member

1. Click "Add member" button (top right)
2. The invitation dialog will open

Step 3: Enter Invitation Details

1. Email address - Enter the team member's email address
2. Role - Select either "Admin" or "Member"
   • Choose "Admin" for people who need full access
   • Choose "Member" for people who only need to view and manage prospects

Step 4: Send Invitation

1. Click "Send invitation"
2. An email invitation will be sent to the team member
3. The invitation appears in the "Invitations" tab

Note: Invitations expire after a set period. You can resend or cancel invitations if needed.

Managing Invitations

Viewing Pending Invitations

1. Go to Settings > Team
2. Click the "Invitations" tab
3. You'll see all pending invitations with:
   • Email address
   • Role assigned
   • Invitation status
   • Date sent

Resending Invitations

If an invitation expires or the team member didn't receive it:

1. Go to the "Invitations" tab
2. Find the invitation you want to resend
3. Click the "Resend" option
4. A new invitation email will be sent

Copying Invitation Links

You can share invitation links directly:

1. Go to the "Invitations" tab
2. Find the invitation
3. Click "Copy link" to copy the invitation URL
4. Share the link via email, Slack, or any other method

Note: The invitation link allows the recipient to accept the invitation without needing the email.

Canceling Invitations

To cancel a pending invitation:

1. Go to the "Invitations" tab
2. Find the invitation you want to cancel
3. Click "Cancel"
4. The invitation will be removed

Note: Canceling an invitation prevents the recipient from accepting it. You'll need to send a new invitation if you want to invite them again.

Managing Team Members

Viewing Team Members

1. Go to Settings > Team
2. The "Members" tab shows all current team members
3. You'll see:
   • Member email address
   • Role (Admin or Member)
   • Agent status (if they're set up as a property agent)
   • Avatar (if available)

Searching Team Members

Use the search bar to find specific team members:

1. Type in the search field at the top of the members list
2. Results filter by email address
3. Clear the search to see all members again

Changing Member Roles

To change a member's role:

1. Find the team member in the "Members" tab
2. Click the menu icon (three dots) next to their name
3. Select "Make admin" or "Make member" (depending on current role)
4. The role change takes effect immediately

Note: Only admins can change roles. You cannot change your own role if you're the only admin.

Removing Team Members

To remove a team member from your organization:

1. Find the team member in the "Members" tab
2. Click the menu icon (three dots) next to their name
3. Select "Remove member"
4. Confirm the removal in the dialog
5. The member will lose access to your organization immediately

Warning: Removing a team member immediately revokes their access. They will no longer be able to view engagements, listings, or any organization data.

Note: You cannot remove yourself if you're the only admin. You must either make another member an admin first, or transfer organization ownership.

Team Member Agent Status

Team members can also be set up as property agents. This allows them to be assigned to listings and handle agent-specific responses.

Understanding Agent Status

• Agent toggle - Each team member has an "Agent" toggle in the members list
• Linked to user account - When enabled, creates a property agent record linked to the user
• Listing assignments - Agents can be assigned to specific listings
• Agent-specific responses - Propel can personalize responses based on the assigned agent

Enabling Agent Status

1. Find the team member in the "Members" tab
2. Toggle the "Agent" switch to ON
3. A property agent record is created automatically
4. The agent can now be assigned to listings

Note: Only admins or the user themselves can toggle agent status.

Disabling Agent Status

1. Find the team member in the "Members" tab
2. Toggle the "Agent" switch to OFF
3. The agent record is deactivated (not deleted)

Note: You cannot deactivate an agent if they are currently assigned to any listings. You must first reassign or remove those listings.

For more information about property agents, see Property Agents and Assignments.

Best Practices

Role Management

• Start with member role - Give new team members the member role initially, then promote to admin if needed
• Limit admin access - Only make people admins who truly need full access
• Regular audits - Periodically review team members and their roles
• Document access - Keep track of who has access to what

Invitation Management

• Use descriptive emails - Send invitations to the email addresses team members actually use
• Follow up - Check with team members if they haven't accepted invitations
• Resend when needed - Don't hesitate to resend expired invitations
• Cancel unused invitations - Remove invitations for people who won't be joining

Team Organization

• Organize by function - Group team members by their role (e.g., leasing agents, property managers)
• Use agent assignments - Set up property agents for team members who handle specific properties
• Regular communication - Keep team members informed about Propel workflows and processes

Common Scenarios

Scenario 1: Adding a New Leasing Agent

1. Go to Settings > Team
2. Click "Add member"
3. Enter the agent's email address
4. Select "Member" role (they don't need admin access)
5. Send invitation
6. After they accept, toggle "Agent" to ON
7. Assign them to listings as needed

Scenario 2: Promoting a Member to Admin

1. Find the member in the "Members" tab
2. Click the menu icon
3. Select "Make admin"
4. They now have full access

Scenario 3: Removing a Former Employee

1. Find the team member in the "Members" tab
2. If they're an agent, check their listings first
3. Reassign or remove their listings if needed
4. Click the menu icon
5. Select "Remove member"
6. Confirm removal

Troubleshooting

Invitation Not Received

• Check spam folder - Invitation emails sometimes go to spam
• Verify email address - Make sure the email address is correct
• Resend invitation - Use the resend option in the Invitations tab
• Copy invitation link - Share the invitation link directly

Cannot Change Role

• Check permissions - Only admins can change roles
• Verify admin status - Make sure you're logged in as an admin
• Single admin restriction - You cannot change your own role if you're the only admin

Cannot Remove Member

• Check permissions - Only admins can remove members
• Verify admin status - Make sure you're logged in as an admin
• Single admin restriction - You cannot remove yourself if you're the only admin

Related Articles

• Property Agents and Assignments - Learn how to create property agents and assign them to listings
• Setting Up Handoffs - Configure automatic handoffs to team members
• Understanding Engagements - Learn how team members can view and manage conversations