Account Managers: Let an Agent's Assistant Book for Them
Give a real estate agent's assistant their own client portal sign-in so they can book, pay, reschedule, and download for the agent — no shared login links.
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Busy agents rarely book their own shoots. A transaction coordinator or assistant does it — and until now that meant forwarding portal login links or sharing the agent’s email. An account manager is that assistant with their own sign-in: they use their own email to get into your client portal and act for the agent there, while everything they do stays on the agent’s account.
This page covers both sides, so you can also send it to an agent who asks how their assistant can book with you.
What an account manager is
An account manager is a person you or the agent invite to act for one agent — your client — with your studio. Once they accept, they can see the agent’s orders, pay, reschedule or cancel, request changes, edit the agent’s property websites and marketing, and book new shoots for the agent. Each agent can have five account managers with your studio.
It helps to keep three similar-sounding things apart:
- A CC address on the client record only gets copies of the client’s emails. It can’t sign in. The client’s Email recipients section says so too: “CC copies can’t sign in. To let an assistant sign in and act for this client, invite them as an account manager.”
- A company admin sees every order their brokerage places with you, read-only. See company admins and the client portal.
- The Assistant team role is a view-only member of your team. It has nothing to do with account managers, who are on the client’s side.
Inviting an account manager from the client record
Open the agent’s client record and find Account managers in the sidebar, under Email recipients. Click Invite account manager… to open Invite an account manager: “They sign in to your client portal with their own email and act for Jordan: orders, payments and bookings. Jordan is told and can remove them any time.” Enter their Email and, optionally, a Name, then Send invite. If the agent already has addresses on their CC list, they show up under On Jordan’s CC as one-click picks.
Two emails go out. The account manager gets the invite, and the agent gets a notice that you invited someone to manage their account, with a Review account managers button. When you send the invite, Profile editing starts off. Only the agent can turn it on, from their own portal.
Each row in the section shows Invite sent or Invite expired until the person accepts. A crossed-out mail icon means they aren’t CC’d on emails. Click a row to open the Account manager dialog. It shows who added them, the CC on emails switch (“Copied on Jordan’s emails: confirmations, reminders, deliveries, invoices and receipts.”), whether profile editing is Allowed or Off, and Remove access — plus Resend invite until they accept.
Inviting and removing account managers needs both Edit clients and Full order management in your team permissions. Members without them don’t see the section.
Inviting from the client portal (for agents)
Agents can set this up themselves. In the client portal, open Account Settings from the account menu and scroll to Account managers — “Give your assistant their own sign-in. They act for you with this studio — no more forwarding login links.” Tap Invite an account manager, enter your assistant’s email (a name is optional), and tap Send invite.
Each account manager on the card has two switches:
- CC on emails — “They’re CC’d on the emails we send you: confirmations, reminders, deliveries, invoices and receipts. Never your sign-in links.” It starts on.
- Can update my profile — lets them edit your agent profile and photo. “Your agent profile and photo are what buyers see on property websites, with every studio you work with.” It starts on when you send the invite yourself, and off when your studio sent it.
The ⋯ menu on a row has Remove, plus Resend invite while an invite is waiting. People your studio invited show “Added by your studio”. The What can an account manager do? link opens the full list.
Accepting the invite
The invite email’s subject reads “Jordan Meyers invited you to manage their account with Pro Media Team” when the agent sent it, or “Pro Media Team invited you to manage Jordan Meyers’s account” when you did. Its Accept invite button opens a page titled Manage Jordan Meyers’s account, with a short list of what they’ll be able to do.
- Signed out, they tap Continue as their email, and a one-time sign-in link arrives — no password to set.
- Signed in, they tap Accept (or Decline).
The invite works only for the email address it was sent to, and it expires after 7 days. An expired invite says so and asks them to get a new one — Resend invite from either side sends a fresh one.
Signing in and switching accounts
From then on, an account manager signs in like any client: their own email at your portal login, then the link from their inbox. They don’t need to be your client themselves. Someone with no orders of their own lands straight in the agent’s account, or on Choose an account if they manage several agents.
While they’re acting for an agent, a bar under the portal header reads Acting for Jordan Meyers, and the order list is headed “Jordan Meyers’s orders”. The account menu gets an Accounts group: My account if they’re also your client, plus each agent they manage. Picking one switches the whole portal to that account. The bar’s Switch back returns to their own account, or Switch account opens the chooser when they have no account of their own. Past five agents, the menu shows All accounts…, which opens the same chooser with a search box.
What an account manager can and can’t do
The agent’s card spells it out. They can:
- See and download your orders
- Pay, reschedule or cancel
- Edit property websites and marketing
- Book new shoots for you
- Update your agent profile, if you allow it
They can’t:
- Add or remove account managers
- Change your name, sign-in email or phone
- Choose which contact details buyers see
- Remove a photo your studio added
- See your referral link and rewards
- Use your company admin access
Payments and downloads follow the agent’s account. Paying from the order page settles the agent’s balance, and downloads that wait on payment unlock exactly as they would for the agent. Account credit on the agent’s account shows up as “Credit on file” and can be spent on their bookings. If the agent is also a company admin, the company view stays theirs alone — the Company page always opens as the person’s own account.
Booking a shoot for the agent
Book a new shoot, tapped while acting for an agent, opens your booking form already set up for that agent. On the Details step, the Contact Information card says “The confirmation will be sent to Jordan Meyers.” Someone who can book for more than one account gets a Booking for picker at the top — “Me (their name)” for their own account, then each agent — and the prices update to match.
The booking belongs to the agent. Their price list applies, and the form says so: “Hartwell Realty rates applied” when the rates come from the agent’s company, or “Jordan Meyers’s account rates are applied” when they’re the agent’s own. On the review step, the contact section says “Placed by you as account manager”. If the agent has credit, the box reads Use Jordan Meyers’s account credit. The success screen confirms “Booked for Jordan Meyers”, and the agent’s confirmation email says “Booked for you by Rachel Kim, your account manager.”
Emails account managers get
With CC on emails on, an account manager is copied on the agent’s emails from your studio — confirmations, reminders, deliveries, invoices, payment requests, receipts, and refunds — the same set the agent’s CC addresses get. They’re never copied on the agent’s sign-in links. Copies start once the invite is accepted. The agent, the studio, or the account manager can turn them off at any time — the account manager does it with Stop CC on emails on their Choose an account page.
What your studio sees
Everything an account manager does is recorded on the agent’s order under both names. Order activity, reschedule and cancellation requests, and your in-app notifications read like “Rachel Kim (account manager) for Jordan Meyers”, so you always know who actually clicked.
Removing access
Any of the three can end it, and it takes effect right away:
- You, from the Account manager dialog on the client record → Remove access. “Rachel Kim will lose access to Jordan Meyers’s orders right away. Nobody is emailed.”
- The agent, from their Account managers card → ⋯ → Remove.
- The account manager, with Leave this account in the account menu while acting, on the agent’s Account Settings page, or from Choose an account.
Someone removed while they’re signed in sees “Access removed” the next time they click, and the agent’s orders disappear from their portal. Either side can invite them again later.
Go deeper
- Client records — where the Account managers section and the client’s CC list live.
- Agents, sellers, and billing contacts — put several people on one order, each with their own access.
- Signing in to the client portal — the passwordless sign-in account managers use too.
- Price lists — the agent and company rates an account manager’s bookings follow.
- Roles and permissions — which team members can invite and remove account managers.
Frequently asked questions
Is an account manager the same as a CC address on the client?
No. A CC address only receives copies of the client's emails and can't sign in. An account manager signs in to your client portal with their own email and acts for the agent — booking, paying, rescheduling, and downloading — and can also be copied on the agent's emails.
How many account managers can one agent have?
Each agent can have five account managers with your studio, and invites that haven't been accepted yet count toward that. Remove one to invite someone else.
When an assistant books for an agent, whose prices apply?
The agent's. The booking belongs to the agent, so their price list and their account credit apply, and the confirmation goes to the agent. The booking form says whose rates are applied before anything is booked.
Does an account manager see the agent's referral link?
No. While acting for an agent, the Refer a friend strip is hidden and an account manager can't see the agent's referral link or rewards. They can't add or remove other account managers either.