Adding, Removing, or Replacing a User

How do I add a user?
How do I add more user licenses?

What is the difference between an Administrator and a User?
Can multiple people be logged into one username at once?
How do I remove a user?
How do I replace a user with a new user?
What are the password requirements?
How can I restrict/allow users access to certain features?
Will the user get an email when I create their username?

What is the difference between an Administrator and a User?

• Administrators have access to the Administration tab, Users do not.
•  Administrators view a summary of all leads, while Users can only see the leads assigned to them.
• Administrators can edit or delete any appointment, Users can only edit or delete appointments that they created or that they are an attendee for.
• Administrators can Quick Assign in bulk, Users can not.

Can multiple people be logged into one username at once?

Only one computer or device can be logged in at a time under a username. If someone is already logged in, that person's session will expire when a new person logs in.

How do I remove a user?

1. Go to Administration > Users
2. Click the  next to the user you would like to remove
3. Update the status from "Active" to "Inactive" and click Save
4. If you do not plan to replace the user, you will need to update your user licenses so you will not be billed. Click here to update user licenses.

How do I replace a user with a new user?

You have two options when replacing a user:

1. Make the user inactive, then create a new user. If you choose this option, the previous user's name will still be on their old notes, which is ideal for reporting purposes. 
   • Go to Administration > Users
   • Click the next to the user you would like to remove
   • Update the status from "Active" to "Inactive" and click Save
   • Click +Add New User to create the new user, fill out the fields, and click Save.
   • Click here for instructions on reassigning leads.
2. Rename the username and password. If you choose this option, everything in the system will be renamed from the old user to the new user, including notes, assigned leads, etc. This is not ideal for reporting, but if the new user is completely taking over everything the old user was responsible for, it makes the transition simpler because you won't have to reassign leads.
   • Go to Administration > Users
   • Click the   next to the user you would like to remove.
   • Rename the username and password to the new user, and click Save.
   • Click the person icon next to the new user to open their profile, and update their email signature to match the new user.

What are the password requirements?

The password must be at least 7 characters and a combination of both letters and numbers. You are not required to use both lowercase and uppercase, however, the password will be case sensitive.

How can I restrict/allow users access to certain features?

Users can be restricted from both merging duplicates and exporting spreadsheet of data. Both of these options can be found in Administration > Users when creating or editing a user. If the box is checked, they are allowed to use that feature. You can also read about privacy settings for contacts users are able to view by clicking here.

Will the user get an email when I create their username?

Users do not automatically receive an email. You will need to provide your staff with their login information.