It is easy for administrators to invite team members to use RiTA and set up the whole office easily!
1. As an Admin, you have the ability to invite team members to use RiTA and can do so by heading to the Admin Icon on the left-hand side and then selecting User Management:
2. You will be taken to a page that shows a list of all team members that have been already invited, those who have accepted the invite and are active, and those that are still in draft format and their invitations have not been sent.
You can also track in the CRM column which agents have their CRM connected or whose credentials may have expired.
Note: only Agentbox and REX require individual user connections if agents wish for notes made to be entered under their name (and not a generic administrator).
Note: Our invitations to join RiTA will last for 30 days. If that time passes and the invitation has not been accepted, the status will say expired.
First click on the blue New User button and lets walk through each section of the new user page:
New User Details
Where possible you want to link a user to a CRM user. This also fills in their details for you, pulled from the CRM. If the person you are adding is NOT in your CRM, you can manually enter their details.
When you are choosing the Account Type, please note that Users will only be able to access their own or team members information, as well as contacts set by you in the Mandatory Filters section. Administrators can see all data and have the ability to invite users, set permissions and report on the office.
List Automation Access
If setting up a new User and not an Admin you will be able to control the users access to edit their automations. This means you can only let them edit their send schedule, or the entire automation (including number of SMS per day) Note: the mandatory filters we set below will always be included, even if you select Advanced access.
Mandatory Filters
Mandatory filters control what portion of the database a user will have access to. It is important to always set these as otherwise an agent can potentially contact other agent's contacts whether in a call list or automation.
Note: Mandatory filters do not apply to Administrators.
You have three options for mandatory filters, it is important you only use one type per user:
Owned By: This allows you to select contacts the agent is the primary owner of (depending on your CRM this might also be Marketing Contact).
Accessible By: This allows you to select contacts the agent has access to. Depending on your setup this might be the whole database, or for example in Agentbox, those contacts the agent has 'Full Access' to.
Category: This is useful for BDMs where you might want them to only access Investor categories but do not care who the contact is assigned to in the CRM.
With all of these options you can select multiple agents for data, for example if you have a team in your office and the PA needs to see and access their lead agents contacts.
Please note: only one of the owned by or accessible by options should be selected, not both.
Default Filters
Default filters are filters that are automatically added when a new list is created by this team member. These can be edited or removed by the team member each time a list is created, or edited by them in their settings. Default filters are added to provide the best quality contacts for lists each time. You can add/remove these when creating a Custom List also.
Note: these Default Filters will be applied to the automatically generated Just Listed/Just Sold lists.
Signature and Sign Off
This section is used to configure what the {{{signOff}}} merge tag displays in SMS' and Emails. Usually the default is fine unless your office has specific requirements. If there are blank sections your office details may need to be completed (link here)
Once you have completed all the above sections, you can either create the user in draft format or send the invitation straight out. A draft invitation not go out yet and will allow you to continue to update information for this user. Click on Create as Draft to do this.
If you are ready to send the invite straight away, use the drop down arrow next the Create as Draft box and select Create as Draft and Invite. This will send the invite out to the team member and they will get an email invitation to join RITA from your email address.