How do agent profiles and mini-sites work?
You add each team member to Heroes PMS, give them a role that sets what they can see and do, and fill in their profile: photo, languages, areas and listings. Every agent then gets a personal mini-site with their listings and contact details, behind one link they can share with clients and on social media.
- Add your team. Create a user for each agent, manager and admin. Agency Starter includes 3 agents, Agency Pro 15 and Agency Enterprise an unlimited number, so the team can grow without changing tools.
- Set roles and permissions. Each role sees what it needs. You decide, for example, whether agents can see each other’s clients, and with the approval workflow on, agents submit listings while managers publish them.
- Complete each profile. Add a clear photo, the languages the agent speaks and the areas they cover. Clients can pick the person who suits them, and lead allocation can follow areas when you set it up that way.
- Share the mini-site. Each agent gets one link to their mini-site, with their listings and contact details. They put it in their social media profile, in chat replies and on their business card instead of forwarding photos one by one.
- Follow performance. Leads, viewings and deals are counted per agent. Reports add commission, and the activity log records who changed what, so team meetings start from facts.
Which agencies need agent mini-sites?
The module suits agencies where agents build their own reputation, which is the case in most residential markets. Typical situations:
Agents who already sell on social media. Many agents promote properties from personal accounts. A mini-site gives them a professional page with their listings, while the listings themselves stay in the agency’s catalogue.
Teams covering several areas or languages. When agents specialise by district or by the languages they speak, profiles show it at a glance and help clients reach the right person first.
Managers who need a clear view. Roles keep sensitive data with the people who need it, and per-agent figures show where coaching or support will help.
| Situation | Before (personal phones, shared spreadsheets) | With Heroes PMS |
|---|---|---|
| Presenting an agent | A personal social profile and screenshots | A profile and a mini-site with their listings |
| Sharing listings | Forwarding photos one by one | One link to share |
| Access to data | Everyone opens the same spreadsheet | Each role sees what it needs |
| Measuring activity | Asking each agent for an update | Leads, viewings and deals per agent |
| Tracing changes | Nobody knows who edited a price | The activity log shows who changed what, and when |
Practical tips for managing agents and their mini-sites
- Invest in the profile photo. A recent, professional portrait builds trust before the first call, because it is the first thing a client sees on the profile.
- Keep languages and areas accurate. They help clients choose and, if you allocate leads by area, they route enquiries to the right agent. Update them when someone changes territory.
- Give the minimum access needed. Start each new agent with a limited role and widen it over time. Review roles whenever someone is promoted or leaves.
- Make the link part of every reply. Encourage agents to share their mini-site link rather than screenshots, so clients see their listings with the right contact details.
- Review performance together. Compare leads, viewings and deals per agent each week or month. A gap between leads and viewings, or between viewings and deals, shows where to help.
- Use approval for new agents. Let new team members submit listings for a manager to approve until you trust the quality of their work.
