Enterprise security

Enterprise security and data protection for your brokerage

Your client list is your business. Propfusion CRM keeps it under your control with role-based access, a log of who opened which lead, a change history on every lead, and a separate database for every agency. Agents see the leads they should, team leaders see their teams, and nobody keeps access after they leave.

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  • Permissions grouped by area
  • Lead views and changes logged
  • A separate database per agency
Propfusion CRM: Team hierarchy from head office to departments, teams and agents

How it works

Access that matches your org chart

Set it up once when you onboard, then adjust it as the team grows.

  1. 01

    Build your roles

    Start from your departments, such as agents, team leaders, finance and admin, and tick what each role can see and do.

  2. 02

    Add your people

    Create each staff account with their BRN, department and team, then give them one or more roles.

  3. 03

    Review and adjust

    Activity reports show which leads each person opened and how long they were active each day, so you can tighten access where it matters.

Control who sees what, and know what happened

Roles, activity, staff accounts and company settings: the four places admins keep client data where it belongs.

Roles & permissions

Decide exactly who sees and does what

Permissions are grouped by area, from leads, listings and viewings to transactions, owner money and telephony. Tick what each role can do in each area, such as view, create, edit or delete, and for leads, listings, deals, viewings and other records, whether it sees only its own or the whole company's.
  • Own records or everyone's, set separately for leads, listings, deals and more
  • Separate rights to publish listings, assign leads, approve deals and export reports
  • Self-registration links can never hand out an admin role
Propfusion CRM: Roles and permissions editor with permission checkboxes by module and a role list with permission counts

Activity reports

See who opened a lead, and what changed on it

The activity log records each time someone opens a lead's page in the web CRM, with the person and the time. The daily view shows when each agent was first and last active and how long they spent working in the CRM, in Gulf Standard Time. Changes are kept on the record itself.
  • Filter the log by agent
  • First active, last active and total engaged time for each day
  • Each lead keeps its own history of changes, calls and reassignments
Propfusion CRM: Workplace activity with logged time today, active agents and each agent's first active, last active and engaged time

Staff accounts

Onboard quickly, offboard without losing a lead

Add staff with their BRN, designation, department, teams and documents such as Emirates ID and passport. When someone leaves, mark them inactive and hand their leads and listings to colleagues in the same screen.
  • An inactive account loses access on its next request, on web and in the app
  • Reassign a departing agent's leads and properties to the agents you choose
  • Admins reset passwords from the staff list
Propfusion CRM: Staff cards with active toggle, role, team, email and phone, plus Add Staff, Invitation Link and Departments

Company settings

Company-wide rules in one place

Choose role-based access, or team-based access where team leaders also see their team members' leads. Your ORN and licence numbers, country spaces, logo and brand colours live in the same company profile.
  • Role-based or team-based access for the whole company
  • Country spaces: UAE by default, extra markets per staff member
  • Licence details and branding kept with your company profile
Propfusion CRM: Company settings with currency and language, company name, email, phone and website, plus branding and legal tabs

Screens show the Propfusion Demo Realty sample workspace. All people, listings and numbers are fictional.

Under the hood

Security built into every request

The rules your admins set are enforced by the server, not just hidden in the screens. More detail is in our security overview.

  • A database per agency

    Each brokerage's leads, listings and deals are stored in their own database, never mixed with another company's.

  • Sign-ins tied to your company

    A login issued for one agency is refused by every other agency's CRM.

  • Offboarding that takes effect at once

    Inactive, suspended or deleted accounts are checked on every request, so access ends straight away.

  • Hashed passwords

    Passwords are stored as bcrypt hashes, never as readable text.

  • Maker-checker for owner money

    Owner charges and payouts wait for a second person to approve them before money moves.

  • Approvals before it counts

    Approving deals is its own permission, and listing requests can wait for a manager before going live on the portals.

  • Separate owner and tenant portals

    Owners and tenants sign in to their own portals, with access limited to their units, contracts and payments.

  • API tokens you can revoke

    Admins issue named API tokens with an expiry date and can revoke them at any time. See the API

  • Encrypted connections

    The web CRM, the mobile app and the API connect over HTTPS.

FAQ

Security questions from admins

Something we haven't covered? Ask us in a live demo.

Is our data kept apart from other agencies?

Yes. Each brokerage's leads, listings and deals are stored in their own database, and a sign-in issued for one agency is refused by every other agency's CRM.

Do we have to use fixed roles like Agent or Manager?

No. You build your own roles from permissions grouped by area, copy a role to start the next one, and assign it to staff. For leads, listings, deals and other records, a role sees either its own or everyone's.

What happens to access when someone leaves?

Mark them inactive and their access ends on their next request, on the web and in the app. Reassign Staff then hands their leads and listings to the colleagues you choose.

Can new staff sign themselves up?

Yes, with an invitation link or QR code tied to the role you pick. New accounts start inactive until an admin activates them, and admin-level roles can never be given out this way.

Can we switch off modules we don't use?

Yes. Organization Features turns whole modules such as contracts, owners, tenants or hospitality on or off for the company. A menu item only appears when its module is on and the person's role allows it.

How are passwords and connections protected?

Passwords are stored as bcrypt hashes, never as readable text, and admins reset them from the staff list. The web CRM, the mobile app and the API all connect over HTTPS.

Related features

Grow the team without losing control of your data

Set up roles, departments and access with our team in a live session, or start a free trial and explore the settings yourself.

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