Within the Team Management portion of the My Staff area, you have access to a variety of team management options, including the ability to add or remove users from your account. This centralized location allows you to efficiently manage and update your team’s access and membership as needed.

Team Members List #

Upon navigating to the page, you’ll be presented with a comprehensive list of team members who possess access to the account. This includes essential information such as their name, email address, and contact number, providing an easy-to-view overview of your colleagues and their associated details.

Filter Users #

To sort the list based on user roles, click on the Role dropdown menu and choose your desired view: all, user, or admin. Upon selection, the list will automatically update to display the corresponding group of team members according to the role you’ve chosen, making it easier to manage and identify specific individuals within your organization.

Search Bar #

Locating a specific team member is a breeze by simply entering their name, email address, or phone number into the search box provided. This efficient method enables you to quickly find and access the information you need about your colleagues.

Adding New Users #

To add a new employee, click on the Add User button.

Deleting Team Members #

To delete a team member, click the trash can icon to the right of the contact. A pop-up will appear for you to enter “DELETE” to confirm. The user will be unassigned from Calendars, Campaigns, Conversations, Contacts, Smart Lists, Opportunities, Triggers, and Twilio Numbers in ALL locations that they currently belong to.

Removing Users #

If you prefer to remove the user from the current location, click the backspace icon. A pop-up will appear for you to enter “REMOVE” to confirm. The user will be unassigned from Calendars, Campaigns, Conversations, Contacts, Smart Lists, Opportunities, Triggers, and Twilio Numbers in the current location.

Editing Team Members #

To edit a team member, click the pencil icon to the right of the contact you want to edit. A pop-up will appear for you to edit the contact information, including user info, permissions, roles, call & voicemail settings, availability, and calendar configuration. You can also remove a team member from this location/sub-account with the crossed-out tag icon, or delete a team member with the trash can icon.

Edit User Information #

You can add a personal logo for each user. For each employee, fill out their basic information: name, email, and phone number. You can also add phone extensions here. By opening advanced settings, you can set and reset each user’s passwords and assign each user a specific calendar. You can establish an email signature for each user, which can be helpful for the campaigns they are assigned to.

Edit User Roles #

Within the User Roles section, you can designate a user as either a general user or an administrator. This allows you to manage and delegate access levels and responsibilities according to each team member’s role within your organization. For users, you can use the Data Visibility Scope to limit them to only assigned data or give them access to all.

Edit User Permissions #

If you are the administrator, you can toggle on and off various permissions for the users within your team. Toggling options off will make sections of the CRM unviewable for team members. This option is great if you would like to limit your team members from seeing or editing sections in your CRM. Once you’ve set the permissions for any user, you can click on Copy Permission to reuse them for others. After clicking the button, select the user you want to copy them to and click Apply.

Edit Call & Voicemail Settings #

Within the Call & Voicemail Settings, you have the flexibility to configure an incoming call timeout duration and upload an MP3 or WAV file to serve as the user’s voicemail greeting. These options enable you to personalize the call experience for both your team members and the callers they interact with. You can also include an inbound Twilio number here if the user requires a dedicated number, and select where the calls are getting forwarded to.

Edit User Availability #

In the User Availability section, you can set the team member’s calendar availability for meetings. Choose a meeting location from the dropdown. If you select a custom location, type the meeting location in the box. Select the correct time zone for your team member from the dropdown. You can toggle the days your team member is available by clicking on the days of the week, then select the available times for each day according to your preference.

Edit Calendar Configurations #

Under Calendar Configurations, you can select a Calendar or Video Conferencing account for the team member. This will be used for scheduling purposes, as well as to pick additional calendars to check for scheduling conflicts.

Notification Settings #

Here you can customize which notifications the user will receive and where.

Make sure to Save when you’re done to keep the changes; this will add the new user into the system. This will send an email to the address you’ve added the user with. If you didn’t set a password in the previous steps, the email will prompt the user to create a password and log in. Now you can add all your team members, including their specific permissions and access level, so they can hit the ground running.

Frequently Asked Questions #

How do I add a new user? #

Click the Add User button in the Team Management area, then fill out the user’s information, roles, permissions, and other settings before saving.

What is the difference between deleting and removing a user? #

Deleting (confirmed by typing “DELETE”) unassigns the user across ALL locations they belong to, while removing (confirmed by typing “REMOVE”) only unassigns them from the current location.

How do I filter or find a specific team member? #

Use the Role dropdown to filter by all, user, or admin, or type a name, email, or phone number into the search box to locate someone quickly.

Can I reuse one user’s permissions for another? #

Yes. After setting permissions for a user, click Copy Permission, select the user you want to copy them to, and click Apply.

What does the Data Visibility Scope control? #

For general users, the Data Visibility Scope determines whether they can see only assigned data or have access to all data in the account.

What happens after I save a new user? #

The user is added to the system and an email is sent to their address. If you didn’t set a password, the email prompts them to create one and log in.