Create Portfolios
- Last updated on May 2, 2022 at 1:14 AM
Summary:
In Property Tree a Portfolio comprises a set of properties for which a staff member, acting in a business role, is assigned responsibilities. Combining business roles and portfolios this way provides many benefits including streamlining your business, ensuring greater accountability, and enabling Search by Portfolio.
Set Up, Edit or Create Business Roles
The first step in creating portfolios is to add or edit the required business roles.
Defaults
The default business roles provided in Property Tree are:
- Principal
- Property Manager
- Leasing Agent
- Listing Salesperson
- Selling Salesperson
Only Administrator users can modify, delete or create new Business Roles.
Business Roles are assigned and reviewed in the User Management menu:
Note: For business roles that are the main point of contact for properties, select the appropriate button (Sales or Property Management Contact).
Step 1: Add/Edit Business Roles
Go to Configuration > User Management and click the Business Roles tab.
- To change one of the default business roles, click the edit icon.
- To create a new business role, click Actions and then Add Business Role.
To create a business role that will be associated with properties, select either Property Management or Sales and click OK.
Tip: If you want to have more than one business role assigned to a property, create roles with different names. For example if you wanted two property managers assigned to one property create Property Manager and Assistant Property Manager roles.
Step 2: Assign business roles to staff members
Prerequisite: This step requires that your staff are set up as Property Tree users. For details of how to do that, refer to our User Management
In Step 2, Administrators assign business roles to staff:
- Go to Configuration > User Management > Users
- Find the required User ID and click edit.
- Click in the Business Roles field, select one or more business roles, and then click Save:
- The assigned business role displays in the Business Roles column for the staff member and also displays in the Business Roles tab in the Users Assigned column, which also shows the number of users assigned to a role.
Step 3: Create Portfolios
In step 3, Administrators assign users into business roles connected to properties. You can complete this step either:
- Individually per property.
- In bulk, using the Bulk Portfolio Assignment function (explained below).
To assign users into portfolios individually per property:
- Find the property profile
- In the Business Roles panel, click the edit pencil icon
- Assign staff members to the business roles associated with your properties.
Note: You can only assign one staff member to each role. - Repeat this procedure for all of your properties, and portfolios will be set up.
FAQ's
Q: Will current staff access change if I set up business roles? A: No, setting up business roles and portfolios does not affect what your staff can access