FreeAgent CRM gives you full control over your Users. Add, edit, suspend, or activate members of your team at any time.
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 to Settings > Company > Users. You can also use the search function to get there faster, just start typing 'Users'.
Creating And Managing Users
Adding a New User
To add a new user, click the 'Add User' button in the top right-hand corner.
To add a user all you need is an email address. However, you can also add their title, role, and access level (if you select 'Team' you can specify the Team). Once you're ready, click the 'Save' button.
Inviting a New User
After adding the new user you'll need to send them an invitation so that they can create a password for their new account. You do that by accessing the options menu next to the account you've just created.
Note: When a new user is created their setting for "blacklist emails" is set to YES by default to ensure that all internal user-to-user emails are not being tracked with your system.
Access Levels
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. |
| Individual | Allow users to see/edit records assigned to them. Managed in the Owner Field. |
Note: When inviting 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.
Assign a Role to a User
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
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
More Options
Clicking on the 'Options' button will give you numerous options for managing your Users.
1. Edit
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 a user's email address 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 to 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.
2. Preferences
Admins can edit individual user preferences as well.
You can make adjustments to anything that would show up in their individual user settings. Admins can edit any value in any of the tabs. Just click save once you're finished making changes.
3. Mobile Location
If you're using our mobile app you can track the location of your users. In order for this to work the users must be logged in to the FeeAgent mobile app and have enabled location services on their phone.
4. 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.
5. Pull Email
This is useful if any of your users are having issues will all of their emails being synced with FreeAgent. If they think some emails are missing you can set a time frame and FreeAgent will attempt to pull in emails from that time frame.
6. Send Invitation
This will send the welcome invitation email that includes a link for the new user to set up their FreeAgent account.
7. Reset Password
Use this to reset the password for individual users. After you click on 'Reset Password' a dialogue box will appear asking you to enter the new password for this user.
8. Unpair Email or Phone
This will simply unpair the email or phone number from the selected user. This is useful in troubleshooting situations where a user may be experiencing issues with their email or phone number in FreeAgent.