Who sees which contacts and deals, and how to ask for access

Clients are an agent’s living, so Raptor Neo keeps them private unless you decide otherwise. Out of the box, Agents see only their own clients and deals, Team Leads see across the teams they run, and Super Admins see the lot. Listings and properties sit outside this: they’re agency stock, open to every user.

Below: what each setting means, what a colleague meets when they reach a record that isn’t open to them, and how access gets granted.

Walkthrough video to followAbout 55 seconds, from a role's visibility settings to an agent hitting a locked contact, asking for access, and the owner sharing it from Contact Requests.

The three settings

Each role has its own visibility setting, found at Settings → Roles → Data Visibility. The setting covers contacts and deals, and the activities and campaigns attached to them.

Screenshot to followThe Data Visibility settings for one role, with its three choices for contacts and deals and the fixed rule for listings and properties.

When a record isn’t open to you

If you follow a contact you have no access to, from search results, say, or from a listing’s landlord details, you’ll land on a no-permission page. It offers a way to ask for access. Where a contact you can’t open shows up in a list, its last name, phone number and email are masked.

Screenshot to followThe no-permission page a user sees on a contact they can't open, with the option to request access.

Sharing a contact

A contact’s owner, or anyone who already has editor access to it, can share it.

1. In Contacts, select the contacts to share with their tick boxes.
2. Choose Share. The Share Contacts window opens.
3. Pick each colleague and give them a level: Owner, Editor or Viewer.
4. Confirm.

Viewer access is read-only: notes, activities, files, emails, campaigns and new deals are all off the table. Editor access allows every one of them. Picking Owner hands the contact over completely, since a contact only ever has one owner. Whatever is shared, only three people can delete a contact: its owner, a Super Admin, or the owner’s Team Lead. The full steps are in sharing a contact.

Answering access requests

1. In Contacts, click Request; its badge counts the requests waiting for you.
2. On Contact Requests, every request shows the contact, the colleague asking and who owns the contact now.
3. For a pending request, open ⋯: Share grants access and Cancel declines it.

Screenshot to followThe Contact Requests page, each pending row showing the contact, the colleague asking and the current owner, with the row menu open.

The owner gets an email when a request comes in, and the colleague hears back once access is granted.