Mastering User Access

Introduction to User Access Levels

The CRM offers two primary levels of user access: agency level and client/location level. Understanding these levels is crucial for effectively managing who has access to what within the system.

• Agency Level Access: Intended for agency employees, granting them access to all client/location accounts under the agency.
• Client/Location Level Access: Designed for client employees, limiting their access to specific client accounts.

Adding an Agency Employee

Navigate to Agency Team Management:

• From the agency view, click on "Settings" and select "Team."
• Here, you'll see a list of all users with access to various client/location accounts under the agency.

Add an Agency Employee:

• Click on "Add Employee" at the top right.

• Fill in the employee's first name, last name, and email address (which they will use to log in).

• Optionally, set a password for the employee and make a note to share it with them securely.

Set User Type and Notifications:

• Keep the user type as "Agency" to grant access to all locations/accounts.
• Optionally, select a specific account under "Add to Account" if you want the employee to receive notifications for that account. This is useful if the employee is assigned to manage specific client accounts.

Save and Inform the Employee:

• Click "Save."
• Inform the new agency employee of their login credentials and direct them to the CRM's login page.

Adding a Client Employee

Add a Client Employee:

• Repeat the process of clicking "Add Employee" and filling in the employee's details.
• This time, change the user type from "Agency" to "Account."
• Under "Add to Account," select the specific client account (e.g., Lotus and Dragon) the employee should have access to.

Save and Guide the Client Employee:

• After saving, guide the client employee on how to log in.
• Upon logging in, they will be directed to their specific client account, with access limited to that account.

Granting Access to Additional Colleagues

Client employees can grant access to their colleagues without needing to go through the agency if this option is enabled. They can do this by:

• Clicking on "Settings" from their subaccount and selecting “My Staff”.
• Following the same steps to add an employee, ensuring the user type is set to "Account." For a more detailed guide, please refer to the Settings: Team Management article.

Troubleshooting and FAQs

What if an employee forgets their password?

• Employees can use the "Forgot Password" feature on the login page. Agency owners can also reset passwords through the "Team" section.

Can an agency employee be restricted to certain client accounts?

• Yes, by using the "Add to Account" option when setting up an agency employee, you can limit their access to specific client accounts.

How do I remove access for an employee?

• Go to the appropriate team management section (agency or client), find the employee, and use the delete option.