How To Manage Invited Users
Last updated
Last updated
This article will help you manage user permissions in your CRM. You will learn how to control which users can access features like managing clients, invoices, and custom fields. Setting permissions correctly helps protect your data, ensures accountability, and creates user experiences tailored to different roles in your organization.
By following this guide, you will effectively manage access rights and improve teamwork in your organization. Let's dive into details!
The appearance of the main list is largely influenced by the user’s permissions. For instance, a standard user typically lacks access to essential features such as Settings, Integrations, the ability to export the client list, or the option to invite additional users. This restricted access ensures that only admins can manage and configure elements critical to system integrity and security.
Regular User View:
Admins View:
If you are an Admin looking to configure permissions for other users on the list, it is straightforward—simply follow the steps below to quickly set up access rights and customize the CRM experience for your team.
Before inviting users to your list, be sure to create User Groups and assign positions for your team members first. This will help you structure your team efficiently and ensure that the right people are assigned to the appropriate roles when handling client requests.
To create a User Group, first navigate to the Invite Users view by clicking the Invite Users button in the main navigation list. Next, click the User Groups button located at the top-right of the view:
Start adding groups by entering their names and hitting the Add button. In this guide we will create three groups: Security Team, IT Team, and Finance Team.
To improve the process of assigning client requests to the appropriate team members, you can add User Positions. Simply click the User Positions button and begin entering job titles, such as Junior Specialist, Specialist, and Senior Specialist. After typing the position name, click the Add button to include it in the list.
This will enable you to assign tasks more effectively based on the roles and expertise of your team members. User Groups are crucial for setting permissions for new users you invite in the list's Settings. This functionality enables efficient management of access levels and ensures users have the correct permissions.
Begin the user configuration by clicking the Settings button located within the main menu of your CRM. Once you click on the button, you will access a range of configuration options and features that will help you tailor the system to suit your organization’s needs:
Go to the Settings view and scroll down to the Client Permissions section. This section shows important settings for managing clients in your CRM list.
Allow users to view only their clients Enabling this option ensures that users can only access and view the client records they have been assigned, limiting their visibility to only their own clients.
Only owner can remove clients Enabling this option restricts the ability to remove client records to the owner only, preventing other users from deleting client information.
Always assign client to a user Enabling this option ensures that every client added to the CRM is automatically assigned to a specific user, helping with better organization and accountability.
When the Notes module is activated, enabling you to annotate information related to a client, you also gain the capability to set user permissions for effectively managing these notes. This allows for finer control over who can view, edit, or delete the notes, ensuring that sensitive information is handled appropriately and securely.
In the settings menu, you have the flexibility to determine who can manage custom fields within the list. Specify that only the owner of the list holds the authority to edit or delete these custom fields, ensuring that they maintain control over this aspect of list management:
You can find Custom Fields within the Client Data section, offering a powerful tool for collecting tailored information about clients. Authorized users have the capability to create new custom fields, and edit the existing ones. This can be invaluable for capturing additional insights such as sales sources or estimated budgets.
When setting up new custom fields, you can configure several important settings, including visibility options. This feature allows them to designate which users have access to view the custom field—choices range from All to Admins or even specific User Groups, ensuring that sensitive information is only accessible to the appropriate team.
Moreover, you can define the Locked for Editing setting, which determines how much control users have over modifying the field. This can be set to:
Not Locked - allowing everyone the freedom to make edits.
All - which restricts any changes by all users.
User Groups - where only certain groups face limitations on editing the field.
This flexible approach ensures that the custom fields can be tailored to meet the unique needs of the organization while maintaining data integrity and security.
In this part of the settings, you can choose if only the owner can manage clients categories:
You can find Categories in the Client Data section - they help define roles for your clients, such as Content Manager, CEO, or Project Manager - it's up to you. Users who can manage categories can easily add new ones in the Client Data section and change existing ones through the list Settings.
In the Data for Invoices section, you can choose if only the owner can add new invoices in the Invoices and Cost Invoices modules within the Client View. When this option is turned on, only the person who created the list can create new invoices and cost invoices. This helps keep better control over invoice management and improves security by allowing only one person to create invoices.
