Overview
ClarityNOW uses role-based access control so each user only sees and interacts with the data relevant to their responsibilities. Roles set the baseline, and individual permissions let you fine-tune access per team member.
- Four core roles with predefined access levels
- Granular per-member permission overrides
- Permission groups organized by feature area
- Team-scoped permissions for multi-team setups
User Roles
| Role | Description | Portal Access | Financial Visibility |
|---|---|---|---|
| Owner | Team leader, full access to all data and settings | Full portal | All team GCI, COS, expenses, full P&L |
| Agent | Individual contributor, sees only their own data | Own portal | Own commission, cap, royalties only |
| Editor | Can view and edit the owner's portal data | Owner's portal (edit) | Same as owner |
| Viewer | Read-only access to the owner's portal | Owner's portal (read-only) | Same as owner |
View Permissions
All users with view access can see the following areas (based on their role scope):
- Reports
- Business Planning
- Goal/Gap Analysis
- Daily Tracking
- Pipeline
- Listings
- Transactions
- Financials
Edit Permissions
Users with edit access can modify data in these areas:
- Business Information
- Economic Model
- Budget Model
- Lead Gen Model
- Daily Tracking
- Listings
- Transactions
- Expenses
Managing Individual Permissions
Beyond the role defaults, you can customize permissions for each team member:
- Go to Team in the left sidebar
- Find the team member and click the Actions dropdown
- Select View Permissions
- The Permissions Slideover opens, showing all permission groups for that member
Permission Groups
The Permissions Slideover organizes permissions into groups by feature area. Each group has individual toggles for specific capabilities:
- Ops Management - Access to ClarityOPS features, workflow creation, and template management
- Transaction Access - Ability to view, create, and edit transactions
- Financial Access - Visibility into GCI, commission splits, P&L, and expenses
- Team Management - Ability to invite members, manage roles, and edit team settings
- Reporting - Access to reports, Observatory, and analytics
- Coaching - Access to CoachingNOW features
- Pipeline Management - Ability to manage the sales pipeline
- Integrations - Access to connect and configure integrations
Toggle UI
Each permission within a group is controlled by a toggle switch:
- On - Permission granted
- Off - Permission denied
Permissions that come from the member's role defaults show a "default" badge. You can override any default by toggling it on or off. The override always takes precedence over the role default.
Reset to Defaults
If you've customized a member's permissions and want to start fresh:
- Open the Permissions Slideover for the member
- Click Reset to Defaults
- All permissions revert to the role's default settings
This is useful when a member changes roles or when you want to undo all manual overrides.
Team-Scoped Permissions
In multi-team setups, permissions are scoped per team. A user can have different permission levels on different teams:
- Permissions are assigned at the team level, not globally
- Switching teams updates the user's effective permissions
- Owners can manage permissions independently for each of their teams
Enterprise Role
For brokerages and multi-office operations, the Enterprise role opens up additional capabilities:
- Manage multiple businesses from a single account
- Access the Enterprise Dashboard for cross-office visibility
- Oversee cross-office competitions and reporting
- Configure enterprise-level settings and branding
- Manage team structures across offices