Working as an assistant in SmartMLS Sign

Updated April 10, 2026 19:09

The SmartMLS Sign platform is tightly integrated with our connectMLS system. One of the benefits of this close relationship is that the permissions you have within the MLS carry over to SmartMLS Sign via your SmartMLS login. For instance, if you have been granted permission to work on behalf of another user within Connect (whether they are another agent or a broker/manager/admin), those same permissions and privileges carry over to SmartMLS Sign.

Click here for a detailed article on how to become an assistant in connectMLS.

If you're set up as an assistant to another user within connectMLS, you can log into SmartMLS Sign under your own ID and password (you do not need to log in under a different ID) and function as yourself or as the user you are assisting. You do not need to toggle between accounts to work on someone else's behalf.

When you are creating a new signing, there is a field at the bottom of the New Signing screen that allows you to choose the sender:

By default, the Sender field is set to the logged in user. If you're set up as an assistant to another user and would like to send the signing out on their behalf, click the Change button to select the desired sender:

As indicated in the image above, you can be set up as the assistant for more than one user. In this user's case, they have been added as an assistant to another agent as well as a manager within their office. The logged-in user (Betty Agent) is automatically selected, but you can easily switch to a different sender with the check boxes on the right side of the window. Select the desired sender and click Save.

You're immediately brought back to the New Signing screen and the Sender field (at the bottom) now reflects the person (Bernie OfficeManager) on whose behalf you're sending this signing:

In this workflow, the logged-in user (Betty Agent) is the initiator and the user they are impersonating/working on behalf of (Bernie OfficeManager) is the sender.

While setting up the signing, there may be tasks (signatures, for example) for the sender to complete. The initiator can click the Add Myself button to add the sender as a participant and the system will automatically populate the sender's information (rather than the initiator's):

Here, Betty is logged into the Sign platform under her own ID, but she is working on behalf of Bernie. Clicking Add Myself does not enter her information in as the Participant because she is not the sender:

After creating and sending the signing, the initiator does not have any tasks of their own to perform, but they will still receive copies of the email notifications that are sent as the signing progresses.

Emails are sent from SmartMLS Sign, but replies go to the selected sender.
Email branding reflects the selected sender, even though the system sends the emails.

When viewing a signing's details, you can clearly see who the initiator and sender are:

On the Signings dashboard, users can see all signings for anyone they're set up to impersonate (the sender is displayed for each signing in the list:

In addition to sending a signing, there are several other functions that can be performed while working on behalf of another user:

Each bullet point links to a separate article that provides detailed guidance for that feature.

Related articles:

Using Assistants

Operate with broker-level permissions in SmartMLS Sign