Understanding Positions and User Roles in Brivity
Learn how Position and User Role/User Type differ and how each setting affects a user’s profile and access.
What is the difference between Position and User Role?
Position describes what a person does on your team. User Role/User Type determines what they can access and change in Brivity. These are separate settings. A person’s Position does not determine their permissions.
Position: a person’s job on the team
Position is part of a user’s profile and provides context for roster details, reporting, and team organization. Examples of team positions include:
- Agent
- Operations
- Inside sales agent (ISA)
- Transaction coordinator
- Team leader
Brivity requires both Position and Production Status when creating a user. Production Status indicates whether a user is actively producing (e.g., closing transactions) and is used for reporting purposes.
Important: Selecting a Position does not grant access to CRM records or account settings. Access is controlled by the user’s User Role/User Type.
User Role/User Type: permissions and access
User Role/User Type determines what a person can see and edit inside Brivity. The roles below provide different levels of access.
Agent
The Agent role provides access to the records and work assigned or shared with that user.
Users with the Agent role can:
- View contacts explicitly shared with them or contacts where they are the assigned or primary agent.
- View transactions they have been added to.
- View tasks assigned to them.
- Use their own email templates and administrator-created templates they have been given access to.
Users with the Agent role cannot edit administrator-created email templates.
Contact transfers: If an Agent transfers a contact to another user, they lose access to that contact unless it is shared back with them.
Administrator
The Administrator role provides broad access to records and day-to-day account operations.
Users with the Administrator role can:
- View and edit all people, transactions, tasks, and email templates in the account.
- Access all listings available through the Marketing area.
Limit: Administrators do not have access to the Business and Integrations settings tabs.
Account Owner
The Account Owner has full access across the account, including the Business and Integrations settings tabs.
The Account Owner can also transfer account ownership.
Limit: Each Brivity account can have only one Account Owner.
How to choose the right combination
Choose Position and User Role/User Type separately:
- Position: What does this person do on our team?
- User Role/User Type: What does this person need to access and change in Brivity?
Example: transaction coordinator
A transaction coordinator could have the Position Transaction Coordinator and the User Role Administrator if their responsibilities require access to every agent’s transactions and contacts.
Example: sales agent
A licensed sales agent would typically have the Position Agent and the User Role Agent if they need access to their assigned or shared records rather than account-wide access.
Frequently asked questions
Does changing someone’s Position change their permissions?
No. Position describes their job on the team. User Role/User Type controls their access.
Why can’t an Agent see a contact?
The Agent role only provides access to contacts explicitly shared with the user or contacts where they are the assigned or primary agent. If the user transferred the contact to someone else, they lose access unless the contact is shared back with them.
Can an Administrator access Business and Integrations settings?
No. Those settings are available to the Account Owner, not the Administrator role.
Can an account have more than one Account Owner?
No. A Brivity account can have only one Account Owner.
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