Skip to main content

Understanding Roles in DocJacket

DocJacket uses the word "role" in a few different places. The important thing is that each role type controls a different part of the system.

Team roles​

Team roles control what people inside your organization can change in DocJacket.

You assign these when inviting team members from Settings > Team Members.

DocJacket includes these built-in roles:

  • Owner — Full access, including billing, the team, settings, and deleting the workspace
  • Admin — Full access to billing, the team, settings, and every deal; cannot delete the workspace
  • Broker — Works deals and reviews files for compliance, with the audit trail and compliance export
  • Transaction Coordinator — Works deals: documents, dates, tasks, and email; can reveal saved MLS and portal passwords
  • Agent — Works deals: documents, dates, tasks, and email
  • Assistant — Works deals: documents, dates, tasks, and email
  • Viewer — Read-only: can open deals and their documents, but can't change anything

Only Owners and Admins can permanently delete a deal. Every other role that can edit deals can archive and restore them. Settings > Roles shows this as Permanently delete deals.

By default, every team member sees every deal. A role decides what a person can change — settings, the team, billing, saved passwords — and Viewer is read-only. To focus on your own work, use the Mine view on Transactions or Assigned to me on Tasks; these filter your own view and don't hide anything from anyone else. To actually keep a role to its own deals, use the Deal visibility setting below.

Limit a role to the deals its members are on​

Owners and Admins can limit chosen roles to own deals only. Open Settings > Team Members and find the Deal visibility card. It has one switch each for Transaction Coordinator, Agent, Assistant, Viewer, and Broker. All of them are off until you turn them on. Turning one on asks you to confirm and tells you how many members hold that role. Owners and Admins can't be limited and always see every deal.

The setting belongs to the role, not to a person. Everyone who holds a limited role is limited, a new hire with that role is covered automatically, and changing a member's role changes what they can see on their very next page load. Members who are limited show an Own deals only badge in the team list.

A limited member is "on" a deal when any one of these is true:

  • The deal is assigned to them
  • They created the deal
  • They are listed on the deal as an agent (a contact on the deal with their email address and an agent role, such as Listing Agent or Buyer's Agent)
  • They are assigned a task on the deal. An assigned task shares the whole deal with that person, so assign a task to bring someone onto a deal without reassigning it.

For a limited member, a deal they aren't on behaves as if it doesn't exist. It doesn't appear in the deal list, pipeline, search, Tasks, Calendar, the dashboard, Ask AI answers, or the morning brief, and opening its link shows Transaction not found (or Listing not found for a listing).

A few things work differently for a limited member:

  • Contacts stay shared. The contact list is one address book for the whole organization, so they can still create, edit, and delete contacts. The deals and tasks shown on a contact's page are limited to the deals they are on. They can't import contacts or see invoices billed to a contact.
  • Org-wide pages aren't available. Reports, exports, the organization Inbox, and the review queue cover every deal, so limited members don't see them. The notification bell is shown, and it lists only notifications about deals they are on.
  • API keys and AI connections (MCP) don't work for them. An API key or AI-assistant connection made by a limited member is refused until their role is no longer limited.

What a limited member can do​

On the deals they are on, a limited member can work the deal the way any other team member does:

  • Send a text or email from the deal's Messages tab.
  • Open, edit, cancel, replace, delete, and send now the deal's reminders and scheduled emails.
  • Approve, dismiss, restore, undo, schedule, and draft from the suggestion cards on the deal page. Cards that don't belong to a deal, such as new-deal proposals, contact merges, and form analysis, stay closed to them.
  • Add calendar events on their deals, or personal events, and use Sync to Google on the Calendar page when Google is connected.

On their own account, they can change their profile photo, phone link, and compensation type, use Report a problem and see their own support tickets, change their sign-in email, connect their own Gmail or Outlook mailbox and calendar, and link their Google or Microsoft sign-in. They can't connect or disconnect other integrations.

The Outstanding Payments card on their dashboard shows their own totals as plain text, without the links into Reports.

On the Transactions list they can tag and untag their own deals, create a tag, and apply a checklist to several of their own deals at once. If a selection includes a deal that isn't theirs, nothing in it is changed.

On a deal they are on, they can also edit and delete the deal's TC fees, record and delete fee payments, and download a fee's PDF. They can edit, resolve, and reopen waiting-on items, rename a checklist item, see its upload history, and decide whether a conditional item applies. They can open a key date's history and change the deal email address settings, including New address.

If your organization has Allow team members to edit Playbooks and settings turned on, limited members can also save Playbooks, checklists, task-list templates, the Key Date Library, and document lists. They can link checklist emails. On Playbooks, checklists and their emails, they can pick contact roles and team members as recipients, but can't type in an email address. Addresses already on a rule stay, and an Owner or Admin manages them. The reminder rules on Settings > Automation Rules apply to every deal in the organization, so limited members can't create, edit, switch on or off, or delete them. They still see the page, with the line "These rules apply to every deal in your organization and are managed by an owner or admin." New Rule, Edit and Delete are hidden, each rule has a View button that opens it read-only, and the on/off switch shows the rule's state but can't be changed. They also can't save email templates or use the setup assistant.

Email about deals they aren't on​

A limited teammate who isn't on a deal is left off that deal's reminders, scheduled emails, task emails, and rule emails. They are also left off document approved and rejected notices, form-submission emails, and e-signature sender notices. When you send a task email, the Review & send dialog and drawer say "Not added because they are not on this deal:" followed by the names.

What a limited member can't do​

When a limited member tries something that is closed to them, they see an amber Not available message: "Your role is limited to your own deals, so this isn't available. Ask an Owner or Admin."

These are closed to them today:

  • Attach a file to an email.
  • Send documents for e-signature.
  • Save changes to email templates.
  • Edit deal roles, deal statuses or SMS settings.
  • Type an email address into a Playbook or checklist email's recipients. They can pick roles and team members.
  • Open Reports.
  • Review online form submissions.
  • Import contacts.
  • Build or edit online forms.
  • See invoices billed to a contact.

The Deal visibility card on Settings > Team Members lists what limited roles can't do, under Not available yet for limited roles. Its list shortens as more opens up, and a long list shows Show N more.

The Roles page​

Settings > Roles (Owner and Admin only) shows what each built-in role can do as a read-only table. The only thing you can change there is whether a role below Admin can open Advanced settings. Which roles see only their own deals isn't set here; use the Deal visibility card on Settings > Team Members.

Transaction contact roles​

Transaction contact roles identify who someone is on a specific deal. They do not grant internal team permissions by themselves.

You assign these roles when adding contacts to a transaction. Common examples include:

Clients

  • Buyer, Seller

Agents

  • Listing Agent, Buyer's Agent

Legal & Title

  • Title Company, Closing Attorney, Escrow Officer

Lending

  • Lender, Loan Officer

Service Providers

  • Home Inspector, Appraiser, Surveyor, Contractor

Other

  • Property Manager, HOA Contact, Insurance Agent

These roles help DocJacket organize contacts, fill smart fields, resolve recipient roles in emails, and show the right people on reports.

You can manage organization contact roles in Settings > Transaction Roles.

Portal roles​

Portal access is separate from team roles. A client, agent, lender, title contact, or other guest can receive portal access for a transaction without becoming a DocJacket team member.

Use the transaction Portal tab to invite contacts, send portal links, and adjust guest access.

Can agents upload their own documents?​

It depends on whether the agent is a member of your DocJacket team or an outside agent you share a portal link with.

Agents on your team (the Agent role). Yes. A team member with the Agent role can open a deal's Documents tab and click Upload, the same way a TC does. Every team role except Viewer can upload documents and make changes on a deal. A Viewer is read-only: they can see and download files but can't upload, rename, or delete them. To give an agent upload rights, invite them from Settings > Team Members with the Agent role (or change their role from Viewer to Agent).

Outside agents (client portal / agent portal link). Not through the portal. The portal shows an agent the deal's shared documents to view and download, but there is no upload button on the portal. To let a cooperating agent or the other side's agent send you documents without a DocJacket seat, give them the deal's DocDrop email address (Copy DocDrop on the transaction overview): anything they email to it is filed on that deal's Documents tab for you to review.

Signer roles​

E-sign form templates also use signer roles. These roles decide which signer completes each field on a form template, such as Buyer, Buyer 2, Seller, Seller 2, Buyer Agent, or Listing Agent.

Signer roles are configured inside e-sign form templates. They are separate from team permissions and transaction contact roles, though they often use similar names.

Quick rule of thumb​

  • Use team roles for internal DocJacket access
  • Use transaction contact roles for people on a deal
  • Use portal roles for external guest access
  • Use signer roles for e-sign field ownership