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Manage access to appraisals across staff

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Summary

Learn how to control who can view appraisals using access settings and sharing options, ensuring the right staff have visibility when needed.

This article covers:

About appraisal sharing and access

Appraisals are a key part of an agent’s business, and access to this information is often restricted until a listing authority is confirmed.

The system provides flexible controls to balance privacy with operational needs. Agents can limit visibility of their appraisals, while administrators and managers can retain broader access for reporting and oversight.

These controls allow you to define who can view appraisal data across offices, teams, and individual users.

Manage access level controls

Access level settings determine whether users can view appraisals created by other staff.

To configure access level permissions:

  • Go to: Settings > General > Access > Contacts > Contact Details > Appraisal Contact Activities

You can configure the following options to add roles and groups:

  • View and filter only their office - allows users to view appraisals for staff within their own office only
  • View and filter for all offices - allows users to view appraisals across all offices in the group
  • View appraisals timeline activities and property transactions for all offices - allows users to see appraisal activity on contact or property screens, regardless of other restrictions
Note: The third option is useful when you want to restrict access in search screens but still allow users to confirm whether a client has previously had an appraisal.

These permissions can be applied at:

Share appraisals with specific staff

In addition to system-wide permissions, individual staff members can share their appraisals with selected users.

This is useful for:

  • Teams or pod structures
  • Assistants supporting multiple agents
  • Temporary collaboration between staff

To share appraisal access with specific staff:

  • Go to: More > Staff
  • Open the staff profile screen
  • Click Sharing
  • Select Appraisal Activities as the sharing type
  • Tick the staff members you want to grant access to

Once shared, selected users will be able to:

  • Select the agent’s name in the Appraisals search screen
  • View shared appraisals on property and contact records

Understand consultant visibility rules

Visibility of appraisals in search results depends on system permissions and how the appraisal was created.

Note: If a user does not have access level permissions enabled, appraisals will only appear based on the Appraisal Activity Consultant, not the consultant listed when editing the appraisal.
Appraisal Activity consultant.png

The Appraisal Activity Consultant:

  • Is assigned when the appraisal is created
  • Determines visibility in restricted search scenarios
  • Can be viewed on the contact timeline

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