Admins Only

This guide is only available to admin and super admin accounts.

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Admin Guide

Managing users, agents, and site access. See the User Instructions for day-to-day lead capture.

  • Super Admin / Admin — full access to every lead across all sites, can create and manage users, and manage agents.
  • User — site-based access. A user sees and can work every lead at any site their linked agent is assigned to. This lets a whole community team collaborate on the same leads.

Because access is driven by the agent-to-site assignment (not the individual user), the fastest way to fix a "can't see my leads" issue is almost always to check the linked agent's site assignments in Agent Management.

Open the User Management tab on the Dashboard.

Creating a user

  1. 1Click Add New User.
  2. 2Enter a username and temporary password, and optionally an email.
  3. 3Choose the Role (user / admin / super admin).
  4. 4For a user role, select the Linked Agent — this is what determines which sites and leads they can see. A user account without a linked agent won't be able to create visitors or notes.
  5. 5Save. Share the temporary password with the new user and have them change it from Manage Profile.

Editing or deactivating a user

Use the row actions to edit a user's email, role, linked agent, or reset their password. Uncheck Active to deactivate an account without deleting it — deactivated users can no longer log in.

Open the Agent Management tab. Agents represent the real-world sales agents leads are captured for, and they're the bridge between users and CINC.

Adding an agent

  1. 1Click Add New Agent.
  2. 2Enter the agent's name and their CINC ID (required — this is how leads sync to the correct agent in CINC).
  3. 3Add email/phone if available, then assign the Sites this agent covers.

Editing an agent's site assignments immediately changes which leads any linked user accounts can see. Uncheck Active to retire an agent without losing their historical lead data.

New visitors and notes sync to CINC CRM automatically. A visitor's detail view shows a Synced or Pending badge.

If leads consistently show as Pending:

  • Confirm the capturing agent has a valid CINC ID in Agent Management.
  • Confirm the CINC_API_KEY environment variable is set correctly on the server.
  • A failed sync never blocks lead creation — the lead is still saved locally and can be manually reconciled later.

Represented visitors are intentionally skipped from CINC sync at creation and always show as Pending — this is expected, not a sync failure. They carry a Registered / Expiring / Expired badge instead, based on 60 days from the visit date (or from the date registration was last renewed).

Every day at 8am, a background job checks for represented visitors that turn exactly 60 days old and emails the user who originally logged them, prompting a compliance follow-up. This requires the ZAPIER_REPRESENTED_FOLLOWUP_WEBHOOK_URL environment variable to be set — if it's unset, the check runs but no email is sent.

To test the follow-up without waiting for the daily schedule, an admin can trigger it manually: POST /admin/check-represented-followups. Clicking Renew Registration on a visitor's detail page resets their 60-day clock and re-arms this follow-up for the new date; it's available to the lead's creator and to admins.

Admins see analytics across every site. Use the site and date range filters to review performance for a specific community, and download a PDF report to share with builders or ownership. The PDF report leaves out buyer phone numbers and email addresses by design; the CSV export (from the Dashboard's Export button) includes full contact info.

Deleting a visitor record is permanent and only available to admins from the visitor row's actions menu — use it sparingly, such as for accidental duplicate entries.

Bulk agent import from Google Sheets and database backups are handled server-side by your technical administrator (via the scripts/ folder), not from this web interface. Reach out to them if you need a new batch of agents imported or a database backup restored.