Users, Agents, Roles and Branches

Summary

Mapaprop allows every real estate agency to organize its team through users, roles, branches and agents. Every account has a main administrator and can add salespeople and agents according to the contracted plan.

With this system you can:

• Give each team member access with their own user and password.
• Assign each salesperson or agent to the branch where they work.
• Control that each person manages only the properties of their branch (the rest are shown in read-only mode). Messages and contacts are exclusive to each branch.
• Organize the company structure across multiple offices or locations.
• Manage who receives inquiries for each published property.

User and branch limits are applied automatically when creating or reactivating people, and are updated immediately when changing plans.

User Types

Comparison table

Administrator

The administrator is the main person in charge of the account.

• Created automatically when the account registers with Mapaprop.
• Has full access to all functions: properties, messages, contacts, branches, users, configuration, billing, and more.
• Only one administrator can exist per account.
• Cannot be deleted or deactivated.
• Does not use any user quota from the plan.

Salesperson

The salesperson is a team member created by the administrator to work within a branch.

• Created by the administrator from Configuration > Users.
• Must always be assigned to an existing branch when created.
• Can see all the company's properties, but can only edit, delete and publish those from their branch. Properties from other branches are shown in read-only mode. Regarding messages and contacts, they only see those from their branch.
• Cannot create or edit other users, nor manage branches.
• Can be deactivated and reactivated by the administrator at any time (subject to plan limits).
• Uses a quota within the plan limits.

Agent

The agent is a special type of salesperson designed for independent agents who are part of the agency.

• Created by the administrator from Configuration > Users.
• When created, a branch with their name is automatically generated. It is not necessary to choose an existing branch.
• Their branch is exclusive: it cannot be deleted while the agent exists. To free the branch, the agent must first be deactivated.
• Synchronized name and email: When editing an agent from Configuration > Users, the name and email are automatically updated in their branch. If the name changes, the branch's public URL is also regenerated. The agent's branch email cannot be edited directly from the branches page; it only changes if the agent user is edited.
• Uses a quota in the total salespeople of the plan and, additionally, a quota in the total agents.
• Available from the Pro+ plan.

When an agent is created, their branch starts with incomplete data. The agent must complete their address, phone and location before properties can be assigned to them. While data is missing, the system shows an "Incomplete data" badge in the branch list and the user list.

Roles and Permissions

Administrator — Full access

The administrator has full access to all system functions without exception. They see all properties, messages and contacts from all branches. They can create, edit and delete any resource. They manage users, branches, integrations, billing and company configuration. They have no restrictions of any kind.

Salesperson — Detailed access

The salesperson operates within the company with differentiated access depending on the area and branch. Each system function is detailed below.

Table conventions:

• ✅ = Full access
• 👁 = Read only (can view but not modify)
• ❌ = No access

Properties

The salesperson sees all the company's properties. They can fully manage those from their branch. They can view and share those from other branches, but not modify them.

Visual note: Properties from another branch are shown with an indigo badge with the branch name. On the property detail page, a "Read only" indicator appears and the edit buttons are hidden. If the salesperson tries to access the edit page of a property from another branch directly, the system automatically redirects them to the read-only view.

Note about branch: When creating or editing a property, the salesperson has the branch preselected and cannot change it. The field appears disabled with the text "The branch is automatically assigned to your branch." The backend also enforces the branchId from the session as an additional protection.

Messages (Inbox)

The salesperson only sees inquiry messages about properties from their branch.

Contacts (CRM)

The salesperson sees the contacts from their branch, the ones they created themselves, and historical contacts without an assigned branch.

Note: Historical contacts (created before the branch system) appear as "No branch" and are visible to all salespeople.

Bookings and Short-Term Rentals

Real Estate Networks / MLS

Website

Configuration

Support

Panel (Dashboard)

Quick summary: what a salesperson CANNOT do

The salesperson can never:

• Manage users (create, edit, deactivate, reactivate)
• Create or edit branches
• Edit My Company
• Change the plan or subscription
• Connect external accounts (Zonaprop, MercadoLibre, Instagram)
• Manage real estate networks
• Configure AI services or API Token
• Edit, delete or publish properties from another branch
• View messages or contacts from another branch
• Assign branches to contacts
• Cancel the account

Branches

Branches allow organizing work by office or location.

• Every account has at least one main branch, which is created automatically when the account registers.
• Additional branches can be created according to the contracted plan.
• Every property must be assigned to a branch. When a property is published, the contact details seen by the interested party on the portal are those of the branch assigned to that property.
• The main branch cannot be deleted.

Branch data

The main branch and My Company

The main branch represents the agency's public identity. Its contact details are the ones shown on the portal when a visitor inquires about a property assigned to that branch.

There is an automatic, bidirectional synchronization between the main branch and the My Company section:

• If you modify the My Company data, the main branch data is automatically overwritten.
• If you modify the main branch data, it is automatically updated in My Company (except the branch name, which is independent).

This means it is not necessary to update both places separately: any change in one is automatically reflected in the other.

Branches and Notifications

This is a fundamental concept to understand how inquiries from interested parties work.

How inquiries arrive

When a visitor views a property on a publication portal and sends an inquiry message, the following happens:

Visitor inquires about the property on the portal
        |
        v
An inquiry (lead) is generated
        |
        +----> It is sent to the email of the branch assigned to the property
        |
        +----> A copy is sent to the administrator's email (My Company)
        |
        +----> If the administrator's email is the same as the branch's:
               ONE SINGLE notification is received (not duplicated)
        |
        +----> The message enters the system's Message Inbox

Practical implications

The branch you assign to a property determines who receives inquiries for that property. That's why it's important to:

• Keep each branch's email up to date.
• Correctly assign each property to the branch responsible for handling it.
• Complete the data of agent branches before publishing properties on them.

If the branch has an incorrect or outdated email, inquiries will not reach the correct recipient. They will only remain in the system's Inbox.

Public Branch Profiles

Each branch has a public URL for its profile on the publication portals: /office/{seo-name}. This profile shows the contact details, biography, logo, profile photo and property listing of the branch.

The URL is automatically generated from the branch name. If the name changes, the URL is regenerated.

The broker page (/broker/{seo-name}) also shows an "Our team" section with the offices and agents who have published properties.

Agents and Their Branches

How an agent works

When an agent is created, the system automatically generates a branch with the agent's name. This branch belongs exclusively to them: only the agent works in it, and that's where their properties are assigned.

The relationship between the agent and their branch has special rules:

• Synchronized name and email: the agent's name and email are linked to their branch. If the agent's name changes, the branch name is updated and its public URL is regenerated. If the agent's email changes, the branch email is automatically updated. The email cannot be changed directly from the branch page; only from the agent user's profile.
• Protected branch: the agent's branch cannot be deleted while the agent exists. To free the branch, the agent must first be deactivated.
• Initially incomplete data: when the agent is created, their branch starts with only name and email. The agent must complete their address, phone and geographic location before properties can be assigned to them.

Branches and notifications for agents

The agent's properties are assigned to their own branch. Inquiries from interested parties arrive at the agent's email (which is their branch's email). Additionally, the administrator receives a copy. If the agent's email matches the administrator's, only a single notification is sent.

Plan Limits

The number of users and branches an account can have depends on the contracted plan. The administrator never counts toward these limits.

Limits table

Important notes about the limits

• The account administrator never counts toward the limits. The on-screen indicator, for example "2/3 salespeople", only shows active salespeople.
• An agent uses a salesperson quota and an agent quota at the same time. For example, in Pro+ the limit is 5 salespeople and 1 agent: that agent uses one of the 5 salesperson quotas plus the single agent quota.
• In the Free, Hosting, Website and Plus plans there are no agents. The agent feature is available from Pro+ onward.
• In Business and Business Manager, the agent limit is the same as the salesperson limit. They are not added together, they are shared within the same total quota. For example, in Business you can have 30 salespeople, 30 agents, or any combination that does not exceed 30 in total.
• Agents also count as branches, because each agent has their own branch. In Pro+, the limit is 3 branches, and one of them can be an agent's.

How the on-screen indicator is displayed

In Configuration > Users and Configuration > Branches there is an indicator showing current usage against the limit, for example:

• "2/3 active salespeople"
• "2/3 branches"

When the limit is reached, the add button is disabled and a link appears to upgrade the plan.

Creating Users

Creating a Salesperson

1. Go to Configuration > Users.
2. Click Add User.
3. Select the Salesperson tab.
4. Fill in name, email and password.
5. Select the branch where the salesperson will work.
6. Confirm. The salesperson will receive an email with access instructions.

Creating an Agent

1. Go to Configuration > Users.
2. Click Add User.
3. Select the Agent tab.
4. Fill in name, email and password. It is not necessary to choose a branch.
5. Confirm. A branch will be automatically created with the agent's name.
6. The agent must complete their branch data (address, phone, geographic location) before properties can be assigned to them.

The Agent tab is disabled if the plan does not include agents or if the limit has already been reached. It is only available from the Pro+ plan.

While the agent's branch has incomplete data, the system shows a visible notice in the user list and the branch list.

Deactivating and Reactivating Users

Deactivating a salesperson

To deactivate a salesperson, go to their profile from Configuration > Users and press the Deactivate button.

• Only the administrator can deactivate salespeople.
• A deactivated salesperson cannot log in.
• Their properties, messages and contacts are kept intact.
• The only active user of the account cannot be deactivated.
• The deactivated salesperson appears in the Deactivated Users section, which can be expanded from the same Configuration > Users screen.

Deactivating an agent

To deactivate an agent, go to their profile from Configuration > Users and press the Deactivate Agent button. The system will ask you to confirm the reassignment of their branch before continuing.

Deactivating an agent also implies freeing their branch, since the branch belongs exclusively to them. When an agent is deactivated, the following happens automatically and without data loss:

1. All their properties are reassigned to another branch.
2. All their contacts are reassigned to the same destination branch.
3. Their branch is deleted.
4. The agent is left deactivated and cannot log in.

How reassignment works depending on the number of branches:

• If the account has 2 branches (the agent's and the main one): the reassignment is done automatically to the main branch. The administrator only confirms the action.
• If the account has 3 or more branches: the administrator chooses which branch the agent's properties and contacts will be reassigned to before confirming.

The deactivated agent appears in the Deactivated Users section of the user list.

Reactivating a user

Deactivated users appear in the Deactivated Users section of Configuration > Users. To reactivate one, click on their name to open their profile and press the Activate button.

• The administrator can reactivate a deactivated user at any time.
• To be able to reactivate them, the number of active salespeople cannot exceed the limit of the plan in effect at that time.
• If the current plan has no available quota, reactivation will not be allowed until a quota is freed or the plan is upgraded.

Deactivated Users

Deactivated users are shown in a separate section within Configuration > Users, called Deactivated Users. This section is closed by default and can be expanded to view the history.

From there the administrator can:

• View all users who were deactivated.
• Click on any user to open their profile and reactivate them, as long as there is available quota in the plan.

The data of deactivated users (properties, contacts, messages) is always preserved. Only access to the system is blocked.

Deleting a Branch

When deleting a branch that is not the main one, the system automatically reassigns its properties, contacts and users to another branch.

• If the account has exactly two branches (the one being deleted and the main one): the system automatically reassigns everything to the main one. No additional action is required.
• If the account has three or more branches: the system will ask you to choose which branch the properties and users will be reassigned to before confirming the deletion.
• Agent branches cannot be a reassignment destination. The selector only lists regular branches (the main one or branches without an agent). The reason: an agent's branch is that agent's private space; transferring the client's properties or contacts to it would change their ownership.
• Agent branches cannot be deleted directly. To free an agent's branch, the agent must first be deactivated from Configuration > Users. When the agent is deactivated, the reassignment happens automatically as part of the same process.

The main branch also cannot be deleted. There must always be at least one branch.

Plan Changes

Upgrade (moving to a higher plan)

• The new limits apply immediately.
• From that moment on, more users and branches can be created according to the new plan.
• It is not necessary to log in again for the change to take effect.
• Deactivated users are not automatically reactivated. The administrator must reactivate them manually.

Downgrade (moving to a lower plan)

• If the number of active salespeople exceeds the new plan's limit, the system will automatically deactivate the excess salespeople.
• The salespeople automatically deactivated are the oldest ones (those who have been on the account the longest). The most recent ones remain active.
• The administrator is never deactivated by a downgrade.
• All data from deactivated users (properties, messages, contacts) is preserved.
• The administrator can choose which users to reactivate within the new available limit.

Important Rules

Frequently Asked Questions

The user indicator in Configuration shows "2/3 salespeople." The administrator isn't counted there, right?

Correct. The indicator only shows active salespeople against the plan limit. The administrator never counts.

We have an agent who left the company. Can we delete their branch?

To free an agent's branch, they must first be deactivated from Configuration > Users. When deactivated, the system automatically reassigns their properties and contacts to another branch and then deletes their branch. No data is lost.

When deactivating an agent, are their properties lost?

No. All their properties and contacts are automatically reassigned to the branch chosen by the administrator (or to the main one if there are only two branches). Data is never lost.

If we downgrade the plan and salespeople are automatically deactivated, are their properties lost?

No. The data is preserved. Only that user's access is blocked. The administrator can reassign their properties to another branch or reactivate them if quota is available.

Can we have two administrators?

No. Currently each account has a single administrator. To give broad access to another person, you can create a salesperson. A salesperson has access to properties, messages and contacts from their branch, but cannot manage users or configure the account.

If we upgrade the plan, are deactivated salespeople reactivated automatically?

No. The upgrade expands the available quota, but deactivated users are not automatically reactivated. The administrator must reactivate them manually from Configuration > Users.

Where can I see how many users and branches my plan has available?

In Configuration > Users and Configuration > Branches, an indicator shows current usage and the plan limit, for example "3 / 5 salespeople."

Can an agent have properties assigned in branches that are not their own?

No. Properties created by an agent are automatically assigned to their branch. However, the agent can view all the company's properties (from any branch) in read-only mode: they can look at them, share them and see their statistics, but cannot edit or publish them.

Can I reactivate an agent I deactivated?

Yes, as long as there is available quota in the plan. Upon reactivation, the agent is left as a regular salesperson assigned to an existing branch. Their previous own branch is not recreated automatically. If you want them to have their own branch again, they must be created as an agent again.

Why can't I edit an agent's branch email from the branch page?

The agent's branch email is synchronized with their user email. It can only be changed by editing the agent user from Configuration > Users. This ensures that the agent's notification email and their branch's email always match.

If I change the agent's name, does the branch name update?

Yes. When editing the agent's name from Configuration > Users, their branch name updates automatically. The branch's public URL is also regenerated to reflect the new name.

Which email do inquiries for a published property arrive at?

Inquiries arrive at the email of the branch assigned to the property. Additionally, the administrator always receives a copy. If the administrator's email is the same as the branch's, only a single notification is sent (not duplicated).

What happens if a branch has no email or an incorrect email?

Inquiries for properties assigned to that branch will not reach the person responsible by email. They will only be available in the system's Message Inbox. It is important to keep each branch's email up to date.

What does the "Incomplete data" badge on a branch mean?

It means the branch has required fields that are not filled in: address, main phone, email, or geographic location (country, state, city). Until that data is completed, it is not recommended to assign properties to that branch, since notifications and public contact details will be incomplete.

If I modify My Company, does the main branch data update?

Yes. There is an automatic synchronization: changes in My Company overwrite the main branch data, and changes in the main branch update My Company. The only exception is the branch name, which does not sync with the company name.

Can a salesperson see properties from other branches?

Yes. The salesperson sees all the company's properties, including those from other branches. Properties from other branches appear with a branch badge and in read-only mode: they can view them, share them, send them by email and see statistics, but cannot edit, delete or publish them. Regarding messages and contacts, the salesperson only sees those from their own branch.

How many people can log into the system on the Plus plan?

On Plus: 1 administrator (who does not count toward the limit) plus up to 3 salespeople. In total, 4 people can log in.

Related help articles

• Users
• Branches