Before a rep can submit deals, see incoming offers, or work with files, three separate permissions must be in place: a workspace seat, the correct deal role or permission, and access to the email sender. This guide walks through the checks in order so an admin can get a new rep fully set up in one path.
Add a New User and Check Seats
Every rep needs an available seat before they can be invited.
Go to Settings > Workspace and check the Seats Remaining box.
If seats are at 0, click Manage Subscription, enter your billing email, verify with the code, and increase the seat count.
After about 5 seconds, the New User button appears on the top right of the Team Members table. Click it and enter the rep’s email, name, and optionally their Form ID in the Unique App ID field.
If the invite does not arrive, hover over the user in the table and click Resend invitation email.
For the full subscription and seat workflow, see How to Add A New Rep into MCA Pilot.
For creating users when seats are already available, see How to Set Up a New User in Your Workspace.
Verify Who Can See Which Deals
Deal visibility depends on role and assignment, not just being a workspace user.
Reps see deals only where they are assigned as the Originator or Closer.
Managers see their own deals plus deals where someone they manage is the Originator.
Admins & Super Admins see all deals.
To expand a rep’s view, assign them as Originator or Closer on the deals they need, change their role to Manager (and assign them as a manager over the relevant team members), or change their role to Admin.
Verify the Rep Can Submit Deals
Even with a user account and deal visibility, a rep needs the explicit submission permission.
Click the profile icon in the bottom left and select View Profile.
Open the Permissions dropdown and look for Can submit deals.
If the permission is missing, contact the workspace owner to request it. For the full permission check, see How to access Submit Deals.
Grant Sender Access
If the rep has the Can submit deals permission but the email-account dropdown is empty during submission, the rep is likely not added to the sender.
Go to Settings > Senders.
Hover over the sender and click Edit.
In the pop-up, select the Users field and add the rep.
Click Confirm to save.
For the full sender troubleshooting steps, see How do I give access to reps to submit from an email account sender?.
Confirm File Access
There is no separate file permission. A rep who can see a deal can also view and upload files on it, such as bank statements and application documents.
Make sure the rep is assigned as the Originator or Closer on the deal, or has a role that grants visibility.
On the deal page, the rep will see the Bank Statements and Application fields where files are attached.
To upload files, the rep can drag documents into the relevant fields or use the upload controls.
If files do not appear after an upload, wait for the upload to finish and do not reload the page. For persistent upload issues, see Fix bank statement upload failures.
Common Access Issues
My rep was added but cannot see any deals
My rep was added but cannot see any deals
Check that the rep is assigned as the Originator or Closer on at least one deal. Reps do not see unassigned deals by default. If they need broader visibility, change their role to Manager or Admin.
My rep can see deals but the Submit button is greyed out
My rep can see deals but the Submit button is greyed out
The rep has deal visibility but is missing the Can submit deals permission. Ask the workspace owner to enable it in the rep’s profile. If the permission is on but the button is still greyed out, see Why is the Submit button greyed out?.
My rep can submit but no email senders appear in the dropdown
My rep can submit but no email senders appear in the dropdown
The rep has not been added to the sender. Go to Settings > Senders, hover over the sender, click Edit, and add the rep in the Users field.
My rep cannot upload files to a deal
My rep cannot upload files to a deal
Upload access is tied to deal visibility. If the rep can open the deal, they can upload files. If the upload fails, wait for it to finish without reloading the page. For persistent upload issues, see Fix bank statement upload failures.
Creating a user does not automatically grant deal visibility, submission rights, or sender access. Check all three levels to avoid missing one of the permissions the rep needs.
For keeping reps informed on deals you submit, see How to CC a Rep on the Deals You Submit.