Clients belong to the agency, not the agent
The agent leaves; the clients, listings and the whole history stay. Here is exactly what happens in OptiEstate — step by step, no “it depends”.
What happens when an agent leaves
Four things the system does on its own or with one click — without losing a single client.
Access stops at once
You deactivate the profile with one click. All of their sessions and devices are ended on the spot, their permissions are removed, and their mailbox on the agency’s domain is closed.
Nothing leaves with them
Contacts, listings, searches, deals, notes and the call history stay in the agency’s database. They are not deleted and not moved on their own.
Clients move to a colleague
You hand the client to another agent together with their listings, searches, projects and open tasks. Both agents are notified and the transfer is logged.
The new agent knows everything
They see the timeline: who talked to the client, when and about what, the viewings, calls and notes. The conversation picks up where it stopped.
Deleting is a permission, not a default
Each agency decides what every role can do — in a permission grid, by group and one by one.
Nobody deletes by default
The right to delete clients, listings, searches and deals is off until the agency grants it to a specific group.
A request instead of a delete
An agent without the right files a deletion request for a listing or project. The manager approves or declines it.
Deposited and sold can’t be deleted
A listing marked “deposited” or “sold” cannot be deleted by anyone.
Archive with a reason
Instead of deleting — archiving, with a reason: a deal without us, the client gave up, no answer. And it can be undone.
Everyone sees their own
An agent sees their records, a manager sees the whole team’s, the owner sees everything. The hierarchy has no limit on levels.
Sharing by choice
A contact can be private, shared with everyone or with specific colleagues. Shared contacts can be viewed, but only edited by the people responsible for them.
The database can’t be walked out quietly
The check is on by default and works on its own — nobody has to sit and watch.
Lists show at most 50 records per page. The database can’t be copied with a few screenshots.
Above that the system stops the user’s requests. Flicking through thousands of records quickly doesn’t work.
Anyone who views 4 times more different records than usual (at least 750), or 90% of everything they can see, triggers an alert.
One active device of each kind per profile — a new sign-in kicks out the old one. The panel can be locked to the office’s IP addresses.
Who, what and when — with “before” and “after”
Changes to contacts, transfers, deleting listings and projects, deletion requests and deactivating agents are logged: who, when, from which IP and exactly what it was before and after.
- Entries are kept with no time limit unless the agency decides otherwise.
- Every listing and project also has its own history: statuses, prices, commissions, portal publishing.
- The log is visible only to people with the right to see it.
Frequently asked questions
What happens to the clients when an agent leaves?
They stay in the agency’s database. The agent’s profile is deactivated and access stops at once, and the clients are handed to a colleague together with their listings, searches and tasks. The call history stays with the client.
Can an agent delete a client?
Only if the agency has given them that right. By default it is off for everyone. Listings marked “deposited” or “sold” can’t be deleted at all, and an agent without the right can only request a deletion.
Can an agent export the client database?
Lists show at most 50 records at a time, requests are rate-limited, and the manager gets an alert when someone views unusually many records. The panel can be locked to the office’s IP addresses.
Can an agent see their colleagues’ clients?
No, unless the contact is shared with them. An agent sees their own records, a manager sees the team’s, and the owner sees everything.
Who can see what was changed?
People with the right to the log. It holds every contact change, transfers, deleted listings and projects, and deactivated agents — with the user, time, IP and the values before and after.
See it with your team
We show you live how an agent is deactivated, how clients move to a colleague and what the manager sees. Half an hour, with your questions.