Brokerage admin

You have full edit rights inside your brokerage. Other brokerages on the platform are invisible to you.

Last updated: 2026-05-10

You're the person who keeps the brokerage running on Urbero — onboarding new buildings, configuring how the team gets notified, reviewing deals the agents are pushing, and making sure landlords get their reports.

This is the longest role guide because admins touch the most surfaces. Skim the section headers and come back to whatever's relevant.

Your permissions ceiling

You can edit anything tied to your brokerage:

• Every building your brokerage manages, every unit in those buildings
• Every deal in your brokerage's pipeline
• Every agent's assignments and grants
• Notification rules, digest subscriptions, brokerage settings
• Rent overrides when an agent hits a regulatory cap (more below)

You cannot see other brokerages' data. Even if a landlord works with two brokerages, you only see the buildings assigned to yours.

A few things are super-admin-only: the global rent-guidelines table (RGB orders, HCR caps), the platform-wide audit log, and the brokerage directory. You won't see those in your sidebar.

A typical 3-day cycle

Morning: dashboard sweep

Open /dashboard. You'll land on the brokerage overview with 15+ tiles: vacant pipeline, leases expiring soon, units awaiting photos, deals by stage, agent rentals last 30 days, occupancy, vacancy loss, and more.

You can drag tiles into a different order, hide ones you don't care about, and the layout sticks across devices (we save it server-side). Click "Customize" inside any tile row to toggle individual tiles too.

Scan for red flags:

1. Anything in the Attention list — units stuck mid-pipeline, leases expiring inside 30 days with no renewal recorded.
2. The photo queue tile — units flagged for a shoot that no one's picked up.
3. Vacancy loss — units sitting empty are eating revenue every day.

Afternoon: deals review

Open /deals. The Active tab shows every deal currently in flight by stage: lead -> about-to-submit -> submitted -> approved -> leases-out -> rented. Drag a card to move it forward.

When a deal is sitting on leases-out and the tenant has signed, click "Mark signed" on the card. This atomically:

1. Records the new lease (gated through the rent-cap check)
2. Transitions the unit to rented
3. Closes the deal as won

Why this matters: it's the one place you finalize a deal correctly. If an agent tries to manually flip the unit status, the deal won't close cleanly. Always finalize from the deal card.

If a deal stalls — applicant ghosted, backed out, denied — drag it to the Closed lane and pick a reason. The exit reason shows up in the weekly digest so landlords understand the funnel.

Friday afternoon: digest + reports

Open /settings/notifications. The Activity digest card lets you add or remove recipients for the weekly brokerage rollup (rentals last 7 days, new deals, status changes). Each recipient is independent — you can have your COO on weekly and yourself on daily.

For landlord-side reports, open /landlords/[their landlord]/site. The "Reports & weekly digest" card lets you toggle whether the landlord gets a weekly digest, who the recipients are, and (for landlords with a registered custom format like A&E or Ventura) which template renders. You can also send a report immediately with "Send now".

Workflows

Onboarding a new building

1. From /buildings, click + New building (top-right).
2. Fill in address, landlord (pick from the dropdown), and the optional StreetEasy URL. Year-built and amenities can come later.
3. Save. The building lands in your brokerage's portfolio.
4. From the new building's page, add units — or run a CSV import if you've got one ready (ask platform support; the import wizard isn't self-serve yet).
5. Assign agents on /team/[agent] — building assignments grant visibility; unit assignments grant edit rights. (See agent guide for the distinction.)

Setting up notification rules

Open /settings/notifications -> Rules card.

Rules fire on unit status changes. A rule says: "when a unit goes from vacant to submitted, notify these recipients on these channels." The defaults are seeded the first time you open the page. Edit them:

1. Pick a from-status (optional — leave blank to fire on any source)
2. Pick a to-status (required)
3. Pick recipients: the unit's Agent in charge, the assigned agent, brokerage admins, or specific users by name
4. Pick channels: in-app, email, SMS, chat
5. Toggle Enabled

Rules dispatch through the background job system; deliveries land in the bell icon (in-app), the recipient's email, or their phone (SMS).

Reviewing rent overrides

When an agent tries to record a lease at a rent that exceeds the legal cap (Rent Guidelines Board order for stabilized units, HCR cap for rent-controlled, or the NYC Good Cause Eviction standard for covered free-market units), the system blocks the write and shows the cap.

You can override it from the unit detail page — click "Override rent" and provide the justification. The override writes a permanent row in the audit log so the trail survives.

This is the one place admins have power agents don't. Use it sparingly. Every override shows up in the platform compliance signal.

Managing the team

/team lists every member of your brokerage with their role and assignments. Click a name to open their profile page:

• Top KPI strip (rentals 30/90/365 days, avg time-to-close, deals closed vs lost, comments authored)
• Assignment summary — what buildings and units they cover
• 30-day activity feed
• Building and unit assignment editor at the bottom

Use the + Invite teammate button (top-right of /team) to add a new agent or admin by email — they get a signed invite link valid for 14 days.

To offboard someone, click Offboard on their row. The confirmation dialog is intentional: their historical leases, comments, and audit trail stay; only future access is removed.

Things to know

• Super-admin doesn't have a brokerage. If you see your brokerage in a "View as" dropdown at the top of someone's screen, that's a platform admin doing support — they're read-only on your data.
• The audit log at /admin/audit shows your brokerage's slice (not every brokerage on the platform). Filter by action, entity, actor, or date range.
• The agent guide describes what your team sees and edits. Read it once so you know what your agents can and can't do.