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Brokerage learning centre

Designated representation and accountable oversight

Learn how membership, agreements, designation, supervision, access logging, reassignment, and departures work together.

Open brokerage workspaceReviewed October 16, 2026
1

Build the roster

Add members without treating membership as client-file access.

Before you start

  • Broker-of-record access
  • An existing Rentifi agent account
  • The intended agent or manager role

Step 1 of 3

Invite the member

Only the broker of record manages membership.

  1. 1Open Members and enter the agent’s Rentifi email.
  2. 2Choose Agent or Manager.
  3. 3Send and confirm the row shows Invited.

You are finished when

A pending membership exists with no client access.

Step 1

Invite the member

Only the broker of record manages membership.

Invite member →

Step 2 of 3

Review and accept

The recipient sees the brokerage identity and role before joining.

  1. 1Sign in and open Brokerage.
  2. 2Review legal name, registration, jurisdiction, role, and privacy notice.
  3. 3Choose Accept or Decline.

You are finished when

Accepted membership becomes Active; decline creates no access.

Step 2

Review and accept

The recipient sees the brokerage identity and role before joining.

Review invitation →

Step 3 of 3

Monitor status

Roster metrics support supervision without exposing every client identity.

  1. 1Review roles, client counts, pending work, and stalled signals.
  2. 2Treat authority metrics as counts, not grant details.
  3. 3Follow up when workload signals require attention.

You are finished when

The brokerage has an auditable roster and overview.

Step 3

Monitor status

Roster metrics support supervision without exposing every client identity.

View roster →
2

Record and designate a client

Access follows a representation agreement and eligible designation.

Before you start

  • A valid agreement
  • The correct landlord
  • An eligible agent

Step 1 of 3

Record the agreement

The relationship does not silently expose the file.

  1. 1Open Clients & assignment.
  2. 2Identify the landlord and record agreement details.
  3. 3Review the saved client before assignment.

You are finished when

The landlord is recorded as a brokerage client.

Step 1

Record the agreement

The relationship does not silently expose the file.

Add client →

Step 2 of 3

Check conflicts

Assignment controls block ineligible candidates.

  1. 1Open the client row.
  2. 2Select a candidate and read conflict messages.
  3. 3Resolve the underlying conflict rather than bypassing it.

You are finished when

An eligible candidate is ready.

Step 2

Check conflicts

Assignment controls block ineligible candidates.

Review assignment →

Step 3 of 3

Designate the representative

Ordinary access follows designation, not membership.

  1. 1Choose the eligible agent and confirm.
  2. 2Verify the client row reflects the designation.
  3. 3Confirm the agent sees the client in their workspace.

You are finished when

The designated agent gains ordinary client access.

Step 3

Designate the representative

Ordinary access follows designation, not membership.

Designate agent →
3

Supervise with an audit trail

Use aggregate signals first and the logged door only when necessary.

Before you start

  • Manager or broker-of-record role
  • A specific supervisory reason
  • Awareness that access is visible

Step 1 of 3

Review progress signals

Start with counts that avoid unnecessary file exposure.

  1. 1Review pending, decided, oldest-pending, and stalled metrics.
  2. 2Identify the position needing attention.
  3. 3Contact the agent first when counts are enough.

You are finished when

You can explain whether file review is necessary.

Step 1

Review progress signals

Start with counts that avoid unnecessary file exposure.

Review oversight →

Step 2 of 3

Open with a reason

The file stays closed if logging fails.

  1. 1Select Open file for the relevant client.
  2. 2Enter a specific reason of at least 10 characters.
  3. 3Submit and wait for successful access logging.
  4. 4Review only what the reason requires.

You are finished when

The open is logged before the file is revealed.

Step 2

Open with a reason

The file stays closed if logging fails.

Open supervised file →

Step 3 of 3

Review the access record

Supervisory access remains traceable.

  1. 1Return to the access log.
  2. 2Confirm date, actor, context, and reason.
  3. 3Expect visibility to the client and designated agent.

You are finished when

The access is tied to an actor and reason.

Step 3

Review the access record

Supervisory access remains traceable.

View access log →
4

Reassign or remove safely

Inspect open obligations before ending access.

Before you start

  • Broker-of-record authority
  • A replacement when needed
  • A handoff plan for open work

Step 1 of 3

Preview held work

See work that could be stranded by removal.

  1. 1Open the member row.
  2. 2Review clients, pending applications, unsigned leases, and packages.
  3. 3Identify urgent items and owners.

You are finished when

You have a concrete handoff list.

Step 1

Preview held work

See work that could be stranded by removal.

Preview departure →

Step 2 of 3

Reassign responsibility

Move clients to an eligible agent.

  1. 1Open the affected client.
  2. 2Choose an eligible replacement.
  3. 3Resolve conflict blocks and confirm designation.
  4. 4Repeat for each affected client or lead.

You are finished when

The replacement holds the assignment.

Step 2

Reassign responsibility

Move clients to an eligible agent.

Reassign client →

Step 3 of 3

Remove the member

Removal ends brokerage-derived access and preserves history.

  1. 1Review the departure summary again.
  2. 2Select Remove and confirm.
  3. 3Verify the member is no longer Active.
  4. 4Check for assignment gaps.

You are finished when

Membership and access end while prior records remain auditable.

Step 3

Remove the member

Removal ends brokerage-derived access and preserves history.

Remove member →

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