ADMIN: Managing Your ClientBAY Users

ADMIN: Managing Your ClientBAY Users

๐Ÿ‘ค Managing  Users in ClientBAY

As an Admin, your User Management Dashboard is the central hub for onboarding, tracking, and organizing your team. Access it by selecting User Management on the left-hand menu.

โž• Adding a New Agent or User

Click the + New button in the upper right to begin. Required fields are marked with a red line.

  • Public ID:  A unique identifier for the agent. This number is for our internal purposes only. We recommend using their cell phone number to ensure it is unique.

  • Office Info Section:

    • Assign the agent to one or more Offices.

    • Input MLS Name, birthdate, hire date, and license number.

    • Set Access Levels and Access Groups. To learn more about the difference between Access Levels and Access Groups, click here.

    • Display on Website: Ensure this is set to Yes if you want them featured on your brokerageโ€™s roster page. 

  • Login Info Section:

    • Create a User ID (e.g., jdoe or janedoe).

    • Password Notification: Set to Yes to automatically email the agent a link to set their password. ๐Ÿ”‘


๐Ÿ›‘ Managing Leads & Categories

  • Halt Leads Button:  (Admin Only) Use this to pause brokerage lead distribution for an agent. Enter an end date and a reason. Leads will resume automatically on that date, or you can click Clear to unhalt them manually. To learn more about halting agents from brokerage lead information, click here.

  • Tagging Agents:  Categorize agents for internal filtering. Note: Agents cannot see these tags; they are for Admin eyes only. Click here to learn more about internal tags.


๐Ÿ“ธ Profile Photos

You can upload multiple headshots in the agent's Profile Photo Library.

  • Use the three-dot action button โ‹ฎ to manage images.

  • Profile Photo: Whichever image is marked as the "Profile Photo" will automatically sync to the website roster, email marketing, and social media branding. 



๐Ÿ“ Editing & Deactivating

To update an agent's details or remove their access:

  1. Go to the User Management Dashboard.

  2. Select the three dots โ‹ฎ next to the agent.

  3. Select Edit to change info or Deactivate to disable the account. 


๐Ÿ“ฅ Exporting Agent Data

If you need a spreadsheet of your roster, click the Export icon in the upper right and follow the wizard:

  1. Filter: Choose specific offices or select all agents.

  2. Select Fields: Pick exactly which data points you need (Phone, Email, License, etc.).

  3. Format: Choose your file type and click Next to generate the report.

  4. Download: Click "Here" to save the file to your computer.


๐Ÿชช License Tracking & Alerts

ClientBAY helps you stay compliant by tracking license expirations.

  1. Go to the agent's User Details screen.

  2. Find Agent License Numbers in the bottom right.

  3. Click + License to add info.

  4. Automatic Reminders:  The system sends expiration alerts to both the agent and Admin at 30, 14, and 7 days before the deadline.




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