ADMIN: Managing Your ClientBAY Users

ADMIN: Managing Your ClientBAY Users

As an Admin, you can manage your Agents and Users within the ClientBAY platform. Simply select the User Management tab on your left hand side menu and then select Users. This will take you to your User Management Dashboard.

Adding an Agent

To ADD an agent or User, select the +New button in the upper right hand corner. Here you can enter in the Agent’s details and then press Save in the upper right hand corner. All required fields are indicated by a red line in the field.


PUBLIC ID: this is a unique number that you give your agent so the system recognizes who this agent is. Since it needs to be a unique number, we recommend using the agent’s cell number.


OFFICE INFO SECTION: In this section, you can designate what Office(s) the agent belongs to (if you have multiple offices), fill in the MLS Agent Name, the Agent’s birthdate, hire date, license number, whether you want the agent to display on your company website, and designate the Access Level and and Access Groups for this agent. 

LOGIN INFO SECTION: This is where you will give an agent a User ID for them to use to login to ClientBAY. Some options are firstnamelastname or firstinitiallastname. It is really up to you. Please note that if you leave Password Notification set to Yes, the agent will get an email that will notify them of their username and give them a link to set their password once you save the agent’s details. After this is sent out, it is defaulted to No. To send an agent a link to reset their password, come here and select Yes and then press the Save button. The agent will receive an email with a Password Reset link.

Once you press the Save button in the upper right corner, more fields and tabs will appear for you to populate.

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DISPLAY ON WEBSITE: If the new agent you are adding needs to be displayed on your website's agent page, you need to make sure that this drop down menu is selected as yes. If it is marked as no, they will not be promoted on the agent page of your brokerage website. Be sure to select the Save icon in the upper right hand corner if you change this. 

Halting Leads

HALT LEADS BUTTON: This is a button that only you as Admin can see. The agent cannot see it and doesn’t have access to it. If an agent needs their leads halted, simply select this button and then fill out the date to end the lead halting and the reason for the lead halting. Then press OK.



To unhalt an agent’s leads, simply select the Clear button. The system will ask you to verify that you would like to unhalt this agent’s leads. Otherwise, the halt will end on the date indicated when inputting the halt.


Tagging Agents

Agents also cannot see the Tags section or see any Tags that are associated with them. This is a way for you to categorize your agents and also gives you a way to filter through them as well. 


Adding Agent Images

You can upload an agent image in this section. You can upload as many images as you would like and can also drag and drop the images within this section to rearrange them. However, please note that whatever the first image, this will be what image appears on the agent’s personal website and branding on marketing. To upload an image simply press the Upload button and select an image to upload. You can also delete any images from this section as well by selecting the box next to the image and then selecting delete. You can delete all the images by selecting the Select all Images button and then pressing delete.

Editing An Agent

To EDIT any agent, simply select edit from the three dots associated with that agent on the main User Management Dashboard. From here you can also Deactivate the Agent if needed.




Exporting Agents

You are also able to export your Agents and Users
To do so, on your User Management Dashboard, select the Export icon in the upper right hand corner.
This will pop open a window that will walk you through the Export.
On the first screen of the walkthrough, Press Next.
If you have multiple offices, you are then able to select which office(s) you want to export the agent roster from.  Then Press Next
The next screen will then pull over all of those agents from that office(s). You can select individual agents by selecting the check mark next to their name. If you want to select all of the agents on this list,  select the check box next to the first name field. Press next when this step is complete.
On the next screen, select the fields that you would like to export. Press Next
The next screen is wher you can indicate the format in which you want to export. Press Next when this has been selected.
The last screen will be a summary screen. If everything looks correct on this screen, Press Next to begin the export.
Once the export is complete, you will be able to click the Here button to download the report.
Click Finish to exit the Export Walkthrough.

Agent License Numbers

You are able to track agent license numbers and also notate when they are expiring. 
To do this go to the User Details screen when you select the Agent from the User Management Dashboard.
Scroll down and find the Agent License Number fields in the bottom right of the Details tab.
Here you can hit the +License button and add license(s) information for the Agent.
The system will send out a reminder email to the agent and to the admin you designated during your onboarding 30, 14, and 7 days before the license expires.





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