User Onboarding & Team Handoff

(The essential guide for Admins and Super Admins)

Prerequisite: Creating the User Group

The first step in onboarding any user is defining their permissions. This is done by creating a User Group and assigning it the necessary Agent or Admin role.

Why This Tutorial is Essential

This video focuses on the most critical steps for maintaining team structure and data integrity. Team management is more than just adding a name; it’s about control and security. You will learn how to:

1. Define and assign user group permissions to ensure proper access is applied from the moment a user is created.
2. Execute the complete, two-step procedure for securely reassigning all leads and agents when an Admin leaves the company.

In This Tutorial, You Will Master:

1. Creating the user group structure and assigning Agent/Admin permissions.
2. The complete, two-step procedure for reassigning an orphaned Admin’s team and transferring their data.

Creating User Groups: The Foundation of Permissions

Creating user groups is the essential first step in building your team structure. Each group acts as a container for permissions, ensuring that every user you add instantly inherits the correct Admin or Agent role without any guesswork. This is how you manage a secure and scalable organization in Estajo.

• Find and click the “Admin” button, then click on the “Team Group”

• Then click on “+ Add Agent Group”

• Then insert the group name, and from the drop-down menu, select and assign the role.

1. • admin: The Admin is the management layer responsible for oversight and configuration. They have full access to the Admin Section (for building resources). In terms of data, they have a Team View, meaning they can manage both their own assigned leads and the leads of all Agents under their management.
   • agent: The Agent is the primary front-line sales specialist focused solely on execution and revenue generation. Their access is strictly limited to an Individual View Only: they can only see the lead data specifically assigned to them, and they have no access to the admin section.

• Click “Submit” to create the group. All users subsequently added to this group (e.g., your Canada Sales Team) will automatically inherit the defined role and permissions.

Add users

Now that the group is created, let’s proceed to onboard your team members and assign them to this new role

• Click the “Admin” button, and then select “Teams”
• Click the “+ Add User” button.
• Fill in the necessary user information. Then, from the “Select Group” dropdown menu, assign the user to their designated group

• Click “Submit.” The user will immediately receive an email with instructions to set their password and complete their account creation.

Reassigning a user to another group

You can easily reassign a user to a different group. ⚠️ Critical Note: When you change a user’s group, they immediately lose all visibility and access to leads and data associated with their previous team. Access to that prior data is only restored if they are reassigned back to their original group.

• In the user view, click on the pencil icon.

• Then, in the group drop-down menu, select the new group, and click on the Save Changes

Secure Lead and Data Transfer

You can easily transfer a user’s leads and all associated data to another user.

⚠️ Important: This feature is available only to the Super Admin.

If you are an Admin and need to transfer data from one of your Agents to another, please contact your Super Admin. They are the sole authority for this high-level security task, ensuring all transfers are logged and compliant.

1. Find and click the “Admin” button, then click on the “Swap Agent” feature
2. Use the left dropdown menu to select the departing user and the right dropdown menu to select the recipient.

⚠️ Role Restriction: You can only swap data between users of the same role (e.g., Agent to Agent, Admin to Admin

Note: Estajo’s account transfer feature is a single-step administrative action. The system guarantees complete data security by instantly transferring the user’s portfolio to the new owner. Simultaneously, the user’s access is immediately deactivated, locking down the account for rapid compliance and secure offboarding. The transfer includes:

1. All Leads and Deals: Every Lead currently owned by the user, along with all associated Deal records.
2. All Sales Activities & Files: All Lead details, Appointments, Tasks, and Documents attached to those leads and deals.
3. Personal Drive Documents: All files stored in the user’s personal flat-file drive. Users are strongly advised to delete any sensitive, non-business-related personal data from this drive before transfer, as the entire contents will be handed off to the new owner.