FreeAgent CRM offers you different Access Levels options for your Users. The Access Levels are mostly used to restrict access to information with the goal of showing your Users the details of their own Contacts, Accounts, Opportunities, or other Apps, to keep them focused.
In this tutorial we will cover the following topics:
- Individual Access Level
- Team Access Level
- Company Access Level
- Access Levels vs. Roles
- Administrator Role
Individual Access Level
Users with this Access Level will have access to all the records in the Contacts, Accounts, Opportunity, and other Apps, where they are 'Owners'. This means that the can only see and interact with records assigned to them. In other words, where the 'Owner' field has its name.
This limit on their information access doesn't apply to the Calendar, Activities, Next Steps, Email Analytics, as they will be able to see those belonging to other teammates as well.
IMPORTANT: When creating Next Steps for an Individual Access Team Member it is important to note that if they are not the owners of the Contact, Account, Deal, or record in other Apps, then they will not be able to see the Next Step.
Team Access Level
The main difference between this role and the Individual Access is that a Team Access level will be able to see all the records available to the team in all the Apps, even if they are not the 'owners'. This Access level depends on the 'Team' field.
Note: For this Access Level it is necessary to define Teams within your Company.
To learn more about Teams, please visit the following tutorial:
Teams
Company Access Level
Users with this access level will have access to all the records within FreeAgent CRM, regardless of the 'Owner' or 'Team' associated with them.
Access Levels vs. Roles
While Access Levels define the permissions to manage the data within all Apss in FreeAgent CRM, Roles restricts the actions that users can perform. There are 4 major actions: import data, export data, bulk delete, and edit activities. By default, there are 5 different roles built-in FreeAgent CRM, but you have the option to create new ones, edit existing ones, and deactivate those that you don't need.
Roles are also used to restrict access to some Apps. This is especially useful when you have users, that could be external to your company and shouldn't have access to some of them. You can limit App access in the App Configuration section of the Apps setup menu.
Administrator Role
By default, this role is assigned to the first user in the account. However, a single account can have more that one Administrator. Users with this role have access to the advance configurations that include:
- Company Settings. Here they can manage the company profile, define a corporate theme, manage Roles, Teams, and Users, as well as the FreeAgent CRM Subscription.
- System Settings. Create and manage Apps, automations, contact assignments, email tracking, manage Choice List, among others.
To learn more about Roles and how to configure them, please visit the following tutorial:
Roles