Choosing the Right Roles

Nekst works differently than most transaction tools: instead of assigning tasks and messages directly to specific people, you assign them to a Role — Buyer, Lender, Transaction Coordinator, Listing Agent, and so on. When you launch a transaction, you link a real person to each Role, and that person becomes the recipient of any task or message routed to that Role.

This is a deliberate design choice. It lets you build a workflow once and reuse it across every deal — with whichever team members, service providers, or transaction parties happen to be involved this time. You don't rebuild the workflow per client, and you don't have to re-route every task when your team changes.

Roles in Nekst apply in two contexts:

• Transaction Parties — the external people involved in a transaction: the Buyer, Seller, Lender, Title Representative, Inspector, Buyer's Attorney, and so on.
• Team Members — the people who work on your business: an Assistant, Transaction Coordinator, Listing Specialist, and so on.

You customize your own list of Roles so they match how you actually run your business. Nekst comes with a default set, and you can rename, remove, or add to them as needed.

Where Roles are used

Roles show up in three places across Nekst. Seeing each one helps explain why the role-based approach pays off:

Adding parties to a transaction. When you create a new transaction, you add the people involved by Role. Rather than just typing their names, you tell Nekst "this person is the Lender" or "this person is the Buyer's Attorney." That assignment is what later lets Nekst route the right message or task to the right person on this specific deal.

Choosing recipients for Email and SMS in Workflows. When you build an Email or SMS task inside a Workflow, you don't pick a specific person to send it to — you pick the Role that should receive the message. The actual recipient is filled in at launch time, based on who you assigned to that Role on the transaction.

Assigning tasks by Role. Tasks in a Workflow can be assigned by Role, not just to a person. On a Team Pro account, the task lands on the to-do list of whichever team member is filling that Role on this transaction. On a Solo account, you fill every Role yourself, so the task comes to you under the Role you assigned it to. Either way, change who's filling the Role and the task follows.

Here's an example of setting an Email task to send to a specific Role inside a Workflow:

Solo accounts: assign to any Role, not just Manager

If you run a Solo account, you used to be limited to the default Manager role on every task. Now you can assign Workflow tasks to any Role you like, exactly as a team does, and Nekst quietly puts you into each of those Roles when you launch a transaction.

Here's what that means in practice:

• Assign tasks to real Roles. When building a Workflow, assign a task to Listing Agent, Buyer, Lender, or any Role on your list. Use the Assign button in the Workflow's mass-update tools to reassign a batch of tasks from one Role to another.
• You fill every Role at launch. When you apply the Workflow, Nekst places you into each Role it uses, so every task has an owner and nothing shows an empty Role. Your entry on the transaction lists all the Roles you hold.
• A task on several Roles still lands once. If a task is assigned to Buyer and Seller, you get one task and one reminder, but you still hold both Roles on the transaction, so anything that looks up those Roles still finds you.
• These Roles are fixed. The Roles the Workflow placed you into can't be removed by hand, which keeps every Role the Workflow relies on filled.

The payoff is that the right Role now shows up wherever it matters. Your Client Portal contact list, your SmartTags, and any email that goes "from" a Role all show you under the correct Role instead of coming up blank or defaulting to Manager.

Managing Roles

Your list of Roles lives in your account settings. To open it:

1. Go to Settings → Setup → Custom Roles.
2. From there, you can add new Roles, rename existing ones, or remove Roles you don't use.

When you create a new transaction (or open an existing one), you assign actual people to those Roles using the Transaction Parties section of the transaction page.

Team Pro tip: assign tasks by Role when you build a Workflow rather than by specific person. That way, when you launch a new transaction and assign your team members to each Role, every task tied to a Role automatically lands on the right person's plate — even if your team has changed since you built the workflow.

Select multiple roles to assign a Task when creating a workflow.

Reordering your Roles

The order your Roles appear in is up to you. On Settings → Setup → Custom Roles, grab the grip handle to the left of any Role and drag it up or down. The order saves the moment you drop it, and it carries everywhere Roles show up in Nekst: role pickers, task assignment, the Workflows role filter, the Team Members and Transaction Parties panels on a transaction, and the Client Portal. Prefer to start from A to Z? The Order Alphabetically button sorts the whole list by name in one click.

A few things to know. Manager always stays pinned to the top and can't be moved. New Roles, and any Role you un-hide, get added to the bottom of the list. The order is stored per team and applies to everyone on it, so set it once and your whole team sees the same list. Reordering happens in the web app. Mobile and the Client Portal follow the order you set but can't change it.

Want the full walkthrough? See Displaying your Roles.

Best practice: decide your Roles before building your first Workflow

Take a few minutes upfront to decide which Roles fit your business. This pays off because every Workflow you build, every email template you write, and every task you create is going to reference those Roles. Getting the list right at the start means you won't have to revisit existing Workflows later when you realize you needed a Role you didn't define.

Add or edit your Roles in Settings → Setup → Custom Roles, then start building.

Pre-loaded Roles

These come with Nekst. You can keep, rename, or remove any of them. Most users start by reviewing this list and removing what doesn't apply to their business before they add anything new:

System Roles (can't be removed)

A few Roles are built into Nekst and you can't delete them, because they're tied to how transactions get created and shared:

• Editor — can edit a transaction's details but doesn't have a formal external role. Nekst automatically assigns this to the person who creates a transaction, unless another Role is selected for them.
• Viewer — can see a transaction and view its tasks and details, but can't edit anything.
• Manager — reserved for the account owner. Gives full access to every transaction in the account regardless of who created it. You can rename Manager (in Settings → Setup → Custom Roles) so it reflects your actual title, but it can't be deleted, because it's the default any task falls back to if its Role is removed.

Common confusion: what do you call the agents?

Whatever you decide to call the agents in your transactions, be consistent. The exact label doesn't matter as much as picking one and using it everywhere — because every SmartTag, task assignment, and report references the Role name you choose.

Agent representing the Buyer: Real Estate Agent · Co-op Agent · Buyer's Agent · Selling Agent · something else

Agent representing the Seller: Real Estate Agent · Co-op Agent · Listing Agent · Seller's Agent · something else

Updated on: 08/12/2026