What are the different user types in agentOS and what can they access?

Each user type in agentOS has different permissions and access levels. You can customise these further using permission profiles to match your team structure and workflows.

User Type Overview

agentOS includes six standard user types, each designed for different roles within your property management business:

Basic User
Negotiator User
Manager User
Finance User
Admin User
Owner User

Each user type has progressively more access to features and administrative functions. All user types can be further customised beyond their default settings using permission profiles.

Quick Comparison Table

Feature Area	Basic	Negotiator	Manager	Finance	Admin	Owner
Core CRM Functions	✓ Limited	✓	✓	✓	✓	✓
Property Management	✓ Viewing	✓ Full	✓ Full	✓ Viewing	✓ Full	✓ Full
Viewings & Appointments	✓ Limited	✓	✓	✗	✓	✓
Financial Operations	✗	✓ View only	✓ Limited	✓ Full	✓ Limited	✓ Full
Payment Authorisation	✗	✗	✗	✓	✗	✓
Template Management	✗	✗	✓	✗	✓	✓
Deposit Management	✗	✗	✗	✗	✓	✓
User Management	✗	✗	✗	✗	✗	✓
Bulk Operations	✗	✗	✗	✗	✗	✓
System Settings	✗	✗	✗	✗	✗	✓

Report Access Summary

Report Type	Basic	Negotiator	Manager	Finance	Admin	Owner
Property/Tenancy Reports	✓ Limited	✓	✓	✓	✓	✓
Financial Reports	✗	✗	✓ Limited	✓ Full	✓	✓
Bank Control Reports	✗	✗	✗	✓	✗	✓
Staff/Security Audits	✗	✗	✓	✗	✗	✓
Data Audit Report	✗	✗	✗	✗	✗	✓
Custom Reports	✓*	✓*	✓*	✓*	✓*	✓*

*If company setting enabled for custom reports

Detailed Access Levels

Basic User (Most Restricted)

Basic Users have limited access to core CRM functions:

Can access:

Core CRM functions
Limited diary and appointments
Basic property viewing
Limited document access
Basic messaging

Cannot access:

Administrative functions
Financial operations (beyond basic viewing)
System-wide configuration options
Bulk operations
Advanced reporting features

Negotiator User

Access Level: ClientStaff

Negotiator Users can manage day-to-day property operations:

Can access:

Full property management (lettings and sales)
Applicant, buyer, and tenant management
Viewings and appointments
Offer management
Basic letters and communications
Property progression checklists
Key management
Limited financial functions (viewing only)

Cannot access:

Financial reconciliation
Payment authorisation
System administration
User management
Bulk uploads

Finance User

Access Level: ClientFinance

Finance Users have specialist access to financial operations:

Can access:

Bank account management
Payment processing and authorisation
Reconciliation functions
Invoice management
Direct debit operations
NRL (Non-Resident Landlord) management
Contractor payments
Financial reporting
Calmony account operations

Limited access:

Property management functions (viewing mostly)
Tenant and landlord relationship management (financial aspects only)

Cannot access:

Admin or Owner functions

Manager User

Access Level: ClientSeniorManager

Manager Users have all Negotiator functions plus additional supervisory capabilities:

Can access:

All Negotiator functions
Email, SMS, and letter template management
Custom letter types
Staff oversight functions
Enhanced reporting access
Approval workflows
Branch-level settings
Service type management

Cannot access:

Full financial operations (Finance User level)
System-wide administration
Company-level settings
Bulk data operations

Admin User

Access Level: ClientManager

Admin Users have all Manager functions plus property-level administrative controls:

Can access:

All Manager functions
Deposit management
Tenancy lifecycle management (signing, closing)
Electronic signature documents
Maintenance certificate management
Custom document templates upload
Landlord and tenant relationship configuration
Special conditions and requirements
Inventory management
Property-level administrative controls

Cannot access:

Owner-level company settings
Bulk upload functions
Full financial authorisation (Finance level only)

Owner User (Most Privileged)

Access Level: ClientAdministrator

Owner Users have complete system access:

Can access:

All previous user functions
Bulk upload and import operations
Company-wide settings
User management (add and remove users)
GDPR data management
Data export and anonymisation
Online brochure controls
API and integration management
Custom email domains
System-level security settings
Data audit reports
Package installation and export

Key Permission Differences

Financial Operations

Finance User: Full payment, reconciliation, and banking access
Manager and Admin Users: Can view but have limited processing abilities
Negotiator and Basic Users: View only or no access

Administrative Functions

Owner: Company-level operations, bulk operations, user management
Admin: Property and tenancy-level administration
Manager: Template and workflow management
Negotiator: Operational execution only

System Configuration

Owner: System-wide settings and integrations
All other users: No system configuration access

Customising User Permissions

All user types can be further customised beyond their default access levels using permission profiles. This allows you to tailor access to match your specific business needs and team structure.

The default access levels are:

Basic / ClientColleague (lowest)
Negotiator / ClientStaff
Manager / ClientSeniorManager
Finance / ClientFinance
Admin / ClientManager
Owner / ClientAdministrator (highest)

If you're a new customer setting up your team for the first time, contact onboarding@agentos.com for guidance on configuring user types. For existing customers who need help customising user permissions or have questions about which user type is right for your team members, contact support@agentos.com.