FreeAgent CRM gives you full control over your Users. Add, edit, suspend, or activate members of your team at any time.
Edition Qualifier: This feature is available in all FreeAgent CRM editions.
User Permissions: Only the Administrator can use this feature.
In this tutorial we will cover the following topics:
Navigating to Users
Open the menu and navigate Admin Settings > Users. You can also use the search function to get there faster, just start typing 'Users'.
Note: If you are now on Hazel, go to Admin Settings > Team > Users.
Creating a New User
To add a new one, click on the 'Create New User' button in the right hand corner. To create a user you will need to provide at least their name, email address, and password, as those are required fields. However, you can also add their title, role, access level (if you select 'Team' you can specify the Team) and if you want to blacklist their emails. Once you are ready, click the 'Save' button.
New users will not be sent an invite email so as the Administrator you will need to initially set their password and forward their newly created login credentials.
There are three different access levels:
| ACCESS LEVEL | DESCRIPTION |
| Company | These users can see and edit all records in the system across all Apps. |
| Team | Enables users to see and work with all records associated with their team. Managed in the Team Field. |
| Individual | Allow users to see/edit records assigned to them. Managed in the Owner Field. |
Note: When creating a new user, the email address provided needs to be unique. If a user with the same email address already exists, you won't be able to create it.
You can learn more about the different access levels in the following tutorial:
Access Levels Definitions.
Assign a Role to a User
This can be done in two ways, when editing the user and on the 'Roles' definition. A single user can be added to multiple roles at the same time. Roles grant the user the ability to perform actions in FreeAgent CRM. To learn more about Roles, please visit this tutorial:
Roles
Assign Users to a Team
This can be done in two ways, when editing the user and on the 'Team' definition. A single user can only be assigned to one team at a time. This is especially useful if you have defined teams for your organization. To learn more about Teams, please visit the following tutorial:
Teams
Editing Users
Select the user by clicking the circle on the left-hand side of the user's name and then click the 'Edit' button.
You can update all the information of the user including the email address and the password. Once you have made all the changes click the 'Save' button.
If you decide to change the email address associated with a user, keep in mind that they will need to use the new one to log in to FreeAgent CRM. Email addresses have to be unique, so you won't be able to change the email address of a user if it is already in use.
You can change a user's password for one of two reasons: if they forgot it, or if you want to prevent them from logging in. Share the new password so that it can be used in the next login attempt.
IMPORTANT! For security reasons, it is recommended that, after resetting a password for a user, they change it right after they use it to log in to their profile.
Deactivating/Activating Users
You can deactivate users one at a time, just select them and click the 'Deactivate' button.
Once users are deactivated, they will not be able to log in to FreeAgent CRM from that moment on. However, all the information (phone logs, notes, emails) created by those users will not be deleted.
To activate them, click on 'Show deactivated' to see all your users and repeat the process described above, clicking on the 'Activate' button instead.