Jump to Section:
Admin
Full access. Manage all users and analytics across your division(s).
Admins have the highest level of access in the Sales Portal. They can view all leads, analytics, and rep activity across every division they’re assigned to.
They’re also the only role that can manage users. That includes editing rep profiles, changing someone’s role, hiding reps who no longer work there, and assigning users to divisions.
Admins can invite anyone — Managers, Portal Viewers, or Sales Reps.
Who should be an Admin? Division Presidents, VPs of Sales, or anyone responsible for overseeing your team and making account-level decisions.
Manager
Can view leads and analytics, edit rep profiles, and invite new users across your division(s).
Managers have full visibility into the Sales Portal. They can see leads, rep performance, and analytics for their assigned division(s).
They can invite Sales Reps and Portal Viewers to the Sales Portal. In addition, they can edit things like updating a rep’s community, collection, or other details.
Managers can also change someone’s role (Portal Viewer and Sales Reps only), and disable users. However, they cannot manage users outside of their assigned division(s)
As incentive management rolls out, Managers will be able to update and manage builder incentives for their division(s) as well.
Who should be a Manager? Marketing Directors, Division Sales Managers, Regional Managers, or anyone who needs to monitor performance, keep rep profiles up to date, and bring new team members onto the platform.
Portal Viewer
View-only access to leads and analytics. Cannot manage or invite users.
Portal Viewers can log in to the Sales Portal and see everything — leads, rep activity, and analytics. But they can’t make any changes.
They can’t invite new users. They can’t edit profiles. They can’t manage incentives. It’s strictly a read-only experience.
This role is perfect for people who need to stay in the loop without making decisions inside the platform.
Who should be a Portal Viewer? Online Sales Counselors (OSCs), Marketing Coordinators, Assistant Sales Managers, or anyone who monitors lead flow and team performance.
Sales Rep
Standard builder rep account. Uses the Builder Portal to manage clients, share listings, and connect with agents. No Sales Portal access.
Sales Reps don’t use the Sales Portal at all. Their home base is the Builder Portal — a separate tool built for day-to-day selling.
From the Builder Portal, reps can manage their clients, create saved searches, share their personal link, and connect with real estate agents. Every link they share is branded to them and captures leads automatically.
If you’re inviting a sales rep to New Home Buddy, this is the role to choose.
Who should be a Sales Rep? New Home Sales Consultants, Community Sales Managers, Model Home Sales Reps — anyone actively selling homes in your communities.
Recommended: Once you Invite Managers or Portal Viewers, be sure to grant them Sales Rep access as well if you want them to use the Builder Portal.
Quick Comparison
| Admin | Manager | Portal Viewer | Sales Rep | |
|---|---|---|---|---|
| View leads & analytics | Yes | Yes | Yes | No |
| Manage sales portal users | Yes | Yes (Portal Viewers and Sales Reps only) | No | No |
| Edit rep details | Yes | Yes | No | No |
| Invite new users | Yes | Yes | No | No |
| Manage incentives (coming soon) | Yes | Yes | No | No |
| Uses the Sales Portal | Yes | Yes | Yes | No (Uses Builder Portal Only) |
Who Can Invite Whom?
Not every role can invite every other role.
Here’s how it works:
- Admins can invite Managers, Portal Viewers, and Sales Reps.
- Managers can invite Portal Viewers and Sales Reps.
- Portal Viewers and Sales Reps cannot invite anyone.
This keeps your team structure in the right hands. Only Admins and Managers can bring new people onto the platform.
Need Help?
Not sure which role to assign? Reach out to our team and we’ll help you figure out the best setup for your organization.
