Add your team and set what they can see
Create a user, give them a role and locations, and understand how those two choices decide which records they can open.
Adding someone takes a minute. The part worth slowing down for is the role and the locations, because together they decide what that person can open, and getting them wrong is the usual reason someone says the CRM is empty for them.
Add a user
Go to Users, then User, and add a new user. The fields that matter:
- Name, Email and Password. The email is how they sign in.
- Role. What they can do, and what they can see. See below.
- Location and Also works at. The branch they work from, and any others they cover. These show once your account has more than one location, and matter most for a location admin. Run several branches from one ViveLead account covers them.
New accounts come with two roles: ADMIN and SALES EXECUTIVE. If the Role list offers only ADMIN, your account is from before SALES EXECUTIVE came built in, so make a role first under Users, then Roles. Just signed up? Set up ViveLead in 30 minutes walks through it.
No invite email goes out when you add someone. Send them their email and password yourself, and check the email letter by letter before you click Create User: it is their login, and a typo means the app will not sign them in.
There are optional fields you can leave alone at first: Telephony agent turns on calling for that person, Distribution Weight and Capacity control how automatic lead distribution shares leads out, and Deals Target and Revenue Target feed reporting.
On the list, each user can be edited, disabled or deleted. Disable User is usually what you want when someone leaves, and it frees their seat for a new joiner. See Manage your plan, seats and invoices.
Roles decide visibility, not just buttons
Go to Users, then Roles. Each role has a Permission Matrix listing every module and the permissions inside it, so you can build a role that matches how your team actually works.
What people miss is that a role also decides which rows a person sees:
| Role | Sees |
|---|---|
| Admin and Super admin | Everything in the company |
| Location admin | Their own records, plus everything in their Location and Also works at branches |
| Vendor | Only records tagged to them |
| Every other role, including ones you create | Only records they own or created |
A custom role does not inherit a wider view from its name. Calling a role Manager or Team Leader does not let it see the team. If someone needs to see everyone’s work, they need the admin role, or the location admin role with the right locations assigned.
A location admin with no location on their user sees only their own records. That combination looks like a broken account and is really an empty field on their user.
Teams
Users, then Teams, groups people together and lists their Members. Use it to organise reporting and assignment. It does not change what a person can see. Visibility comes from the role and the locations above.
If someone cannot see or do something
| What they report | Cause | Fix |
|---|---|---|
| “The CRM is empty” | Their role only shows records they own, and they own none yet | Assign them some, or change the role |
| A location admin sees almost nothing | No location on their user | Set their Location and Also works at |
| A menu is missing for them | Their role lacks the permission behind it | Add it in the Permission Matrix |
| A menu is missing for everyone | The plan does not include that feature | See pricing |
| They cannot make calls | Telephony agent is off on their user, or they lack the calling permission | Turn it on and check the role |
Missing menus are worth understanding: a menu can be hidden by the plan or by the permission, and they are separate. Fixing the role will not reveal something the plan does not include.
Related
- Assign leads and control who sees them
- Manage your plan, seats and invoices
- Run several branches from one ViveLead account, if you have more than one office.
- Set up shifts and start tracking attendance for the people you add, if you use the HRMS add-on.
- Role-based access and audit logs on the features page.
Still stuck on this step?
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