Introduction

This article outlines how the hierarchy works in the Enterprise version of Lofty. Definitions for different aspects of this hierarchy are provided here as well. Please review all the details in this article to understand more about how you can organize your account on Enterprise Edition.

 

Summary

• Definitions
• CRM Hierarchy
  • Overview
  • Adding Groups
  • Editing Groups
  • Delete Groups
  • Add Agents/Other Users
• Website Hierarchy

 

Definitions

Company

The top-level organization. In future iterations. Essentially, this is the highest level within your account structure and will be managed by the account owner.

 

Group

Organizational group is for organizing regions, states, offices, teams, etc.

A group does not have to have a Group Owner.

 

Company Owner

This is the highest role within a Company account. This is typically the account owner or someone they have chosen to manage their entire account with all available settings and permissions.

The Company Owner belongs at the Company level and cannot belong to one specific group.

 

Company Admin

This type of user has top-level permissions and access along with the Company Owner. 

• Can belong to. . . (a) no group at all or (b) one specific group
• A user cannot be both a Company Admin and a Group Admin at the same time

 

Group Owner

This type of user is assigned to manage a specific group and its subgroups.

• Can only belong to one group
• A group does not require a Group Owner, that field can be left blank

 

Group Admin

This type of user is appointed by the Company Owner or a Company Admin. 

• Multiple Group Admins can exist within a group
• One user can only be a Group Admin for one group, not multiple groups
• A group does not require a Group Admin

 

Group Member

This is a standard agent user that is part of a group (office, team, etc.). A group member can only belong to one group. If you transitioned from a different edition of Lofty, some group members may not be in groups. However, all users must be in a group so if you add a new member you will be required to choose a group for them to belong to.

 

CRM Hierarchy

• Overview
• Adding Groups
• Editing Groups
• Delete Groups
• Add Agents/Other Users

 

Overview

The organizational structure is intended to be flexible to fit any business need that might exist.

• A maximum of 10 tiers can be created (already counting the top "Company" level)
• Each tier has a specific maximum amount of "Groups" that are allowed (see diagram below)
  • Under Tier 1 ("Company") = 500
  • Under Tier 2 = 500
  • Under Tier 3 = 500
  • Under Tiers 4-9 = 500
• Agents/other users are added inside of the established groups
• You will give each "Group" a name to reflect your business needs. Examples include naming them after regions, offices, departments, teams, etc.

 

 

Adding Groups

To create a new group, you will need to nest it under a specific tier. Navigate to Settings > Organization Hierarchy, and then find the tier under which you would like to nest your new group. Then, click on the + plus icon:

 

Provide all of the necessary information:

• Group Name. This is the name of the group that will be referenced throughout the platform and on the website, etc.
• Parent Group. If you want to toggle this to be different from what was already selected, you can do so here.
• Group Owner. This field can be left blank and added later if needed.
• Contact Information. These details will be synced to the Company Website and displayed on the "Groups" page.
  • Phone
  • Email
  • Street Address
  • City
  • State
  • Zip Code

 

To add new members to a group (meaning they do not already have Lofty accounts), follow the instructions below under Add Agents/Other Users.

 

You can drill down into any of the groups by clicking on the drop-down icon:

 

Editing Groups

To edit a group, navigate to Settings > Organization Hierarchy and then click on the edit icon next to the group that you would like to edit:

 

All details can be edited:

• Group Name
• Parent Group. Edit this one if you would like to change the group under which the one you are editing is nested.
• Group Owner
• Contact Information
  • Phone
  • Email
  • Street Address
  • City
  • State
  • Zip Code

 

Delete Groups

To delete a group, select the trash icon next to that group:

 

If there are no other groups underneath this group, you will simply see a confirmation message like this one:

 

Otherwise, if there are subgroups underneath this particular group, you will see a message like the following one. You will need to move or delete any subgroups under this selected group before you will be able to delete it. 

 

Add Agents/Other Users

There are two places to add users to your account: (1) via Agent List or (2) via Group Settings. In both of these spots, you are adding members who do not already have a Lofty account set up.

 

Places to Add Agents

(1) Via Agent List

Navigate to Settings > Agents > + Add Agent:

 

This will open up the methods to add new agents. See Methods to Add Agents below.

 

(2) Via Group Settings

Navigate to Settings > Organization Hierarchy > click on the group name:

 

Then, click on the Add Agent link on the right side:

 

This will open up the methods to add new agents. See Methods to Add Agents below.

 

Methods to Add Agents

Follow the instructions above to find the two places where you can add new agents to your account. Once you click the options to actually add them, you will see a pop-up menu appear like the one below. An explanation for each of these methods is outlined below.

 

(1) Add A Member

This is the method you would choose if you just want to import a small number of users one by one. If you choose this option, a pop-up will appear like the following:

• First Name
• Last Name
• Email. This is the email address that an invite to join your account will be sent.
• Phone
• Group. A newly added user has to be added to a group. They can only belong to one group.
• Permission Profile. For more information on permissions and permissions profiles, see New Enterprise (Beta) - Permissions.
• Password. This is a required field. If you add a phone number, a checkbox will appear that will allow you to use the phone number as the initial password. 

 

(2) Import Members by CSV File

Use this option if you are importing a whole office, team, etc. in mass. You will be guided through the steps to download a sample file (download a copy here) and then put your information in the correct format.

The following are the fields in the CSV file (from left to right):

• First Name
• Last Name
• Email
• Phone
• Group
• Permission Profile

 

Once you have formatted your CSV in the correct format, you will want to upload by dragging/dropping or browsing for your file here:

 

You will see a page that allows you to make sure the columns are matched correctly. If they are not, you can edit using the drop-down menus at the left. Click on Preview at the bottom right to go to the next step.

 

You will then be presented with a preview of the information that you are importing. There is a tab for the data that Failed to Parse and one for Parsed Successfully. If failed, the reason for failure will be highlighted in red and you can hover over it for a more detailed explanation. 

 

If you have everything parsing incorrectly, click on the blue Import button to add your users. They will then receive an email invite to join your organization and once accepted they will be activated under the group that you have placed them in.

 

*IMPORTANT: 

• Any user that is invited via this method will have their account activated automatically (meaning they do not need to accept an email invitation). They will receive a welcome email that will include the login email and password needed to sign in but their account will already be active.
• The email address is a required field, any user listed without an email address cannot be imported successfully
• The logic for their initial password is as follows: Here is the logic of the agent account's initial password:
  • Phone Number = Yes
    • The phone number will be used as the initial password
  • Phone Number = No
    • The email address will be used as the initial password

 

Website Hierarchy

See New Enterprise - Websites.

 

Questions?

If you have any questions regarding this topic or any others, please reach out to our Support Team via email at <support@lofty.com>, by phone at 1 (855) 981-7557, or by a chat with us through your Lofty CRM.