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.
- Locations. Which branches or offices they belong to. This does nothing for most roles and everything for a location admin.
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 the locations assigned to them |
| 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 locations set 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 locations on their user | Add their locations |
| 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
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