When needing to securely collaborate on an application file. For on-going collaboration, begin by first managing contacts within your Organization.
A validated user accepting rental applications is the Agent Owner of a file. Learn how-to send an invite to apply. Once an application is submitted, an Agent Owner may manage the submitted file accessibility/permissions. To manage Property accessibility, see Share or assign permissions for a Property.
This article covers the following actions,
- Edit Agent Permissions
- Share within your Organization
- Add a New Listing Agent
- Org Listing Agent
- Other Listing Agent
- Change the Agent Owner
Click on the name of an applicant to open the Applicant Details. Expand the Listing Agent and Desired Rental box:
Edit Agent Permissions
Select Edit to the right of the Listing Agent name to open two options, 1) Share, or 2) Add or Change Agent Owner.
NOTE: Some options are limited to Organization members and guests. Learn more about Organization roles and invites here.
When more than one application exists in a file, the following message will appear.
*IMPORTANT: A file can contain multiple applications. Each application in a file will be impacted, see Household and/or Group. If an agent would like an application to be separated from a file, please contact technical support with your request.
Share within your Organization
For collaboration between Organization members or guests. When the Agent Owner would like to provide access only, no changes should be made to the Agent Owner/Listing Agent association.
Files can only be shared within an Organization, other Agents or previously invited Sub Agents. Only after inviting a Sub Agent will that contact be an available option to select from. Learn more about inviting a Sub Agent here.
After saving, the selected Agent or Sub Agent will be notified.
Add a new Listing Agent
When the Agent Owner, and existing Listing Agent, needs to associate the application file with a different listing agent, while maintaining access to the file.
Adding a new Listing Agent re-assigns the Listing Agent label, changing the Agent Owner from Listing Agent to Renter Representative. The Agent Owner will not lose access to the application file when adding a Listing Agent.
Org Listing Agent
A new Listing Agent can be selected from members or guests within your Organization.
Rental Property
When selecting a contact in your Organization, you will also have an option to associate the file with a desired rental from the selected contact's Published Properties.
If there are no properties to choose from, the selected Agent does not have any Published Properties in their Intellirent account.
Other Listing Agent
The only option not limited to Organization contacts. Select Other to enter contact information for a representative that is not in your Organization; contacts that an Agent Owner does not need to collaborate with on an on-going basis. For on-going collaboration, manage contacts in your Organization.
First and last name are recommended, email address is required. Select Save Changes to close the modal and send the new representative a notification.
For security, in the case where the new representative does not have an Intellirent account, the notification will inform them that an account is required in order to review the application file. The new representative should continue to create their Intellirent agent account.
NOTE: Adding an Other Listing Agent is not an invite to your Organization. The new agent will have their own account and Organization, and they will only have access to the original and Primary Agent Owner's file they were added to. The new Listing Agent can then change the desired rental to a Published Property in their account.
Change the Agent Owner
If you would like to completely remove the file's Agent Owner association and re-assign with a different member in your Organization. Find more details on Organization roles and invites here.
The existing Primary Agent Owner and Listing Agent will be pre-populated.
After selecting a different agent, you will have the option to associate the file with a desired rental from the selected new Agent Owner's Published Properties.
If there are no properties to choose from, the selected Agent Owner does not have any Published Properties in their Intellirent account.
Still need help? Submit a support request here.