Adding and Managing Lead Gen & CRM Users

Adding New Users

In the User Accounts menu, you can begin adding new users. Currently, there is no limit to the number of users you can add. Once you create the account, your users will receive an email notification with their next steps. They'll need to click the link in their email and create their own password. 

Going forward, users will login with the username you've created and the password they've created. Users can change their account username once they've logged in. 

To add a new user, begin from the Settings page. 

1. Click on the User Menu then click Settings.
   
   

    

2. Under My Company, click on User Accounts.
3. Click New User.
   
   

    

   • Enter general information for the user.
   • Select the user's role.
   • Select the user's local time zone and language.
   • Decide sales dialer permissions. 
      
     Note: The sales dialer is a paid service, and is charged on a per-user basis. Read the Using the Sales Dialer article for more information on the Sales Dialer.
      
   • Select CRM settings for the user.
   • Select administered pipelines for the user.
   • Decide to block the user from exporting CSV files or not. 
   • Select notification options for the user.
      
     Note: In addition to the settings above, agencies will be able to select whether or not new users should receive communications from Lead Gen & CRM and which clients the user has access to, if any.
4. Click Save Changes.
   
   

    

General Information

When adding new users, you will need to provide basic information about the user.

Enter the following information in the General Information section:

Users will create their own passwords once you have created their account. They'll receive an email with a new account link, prompting them to create a password. They can change their general information once their account has been created and they login.
 

User Roles

All users can be attributed a user role. Different user roles provide access to different areas of the Lead Gen & CRM application. 

User roles can be changed at any time to change access or restrictions for a user. When adding new users, you will need to set the user as one of the following user roles:

• Site Admin
• Company Manager
• Marketing Manager
• Sales Manager
• Salesperson
• Jr. Salesperson

Refer to Lead Gen & CRM User Roles Overview for more information on user roles.  
 

Note: To learn how to set social media and bulk email publishing permissions for your users, read the Publishing and Permissions Overview article.

Localization (Timezone and Language)

The timezone should be set based on where your user is located.

The language setting is what the user's platform will be translated to. If you set a user's language information to Spanish, then the user’s platform will be displayed in Spanish. When selecting a language, the available options are as follows:

CRM Settings

The CRM Settings section is where users can be set to have a Lead Gen & CRM CRM account. Lead Gen & CRM CRM is a powerful customer relationship management (CRM) platform.

Lead Gen & CRM CRM provides many features, including custom deal stages, an easy-to-understand pipeline, multiple types of CRM reports—and so much more.

Refer to Lead Gen & CRM Overview for more information.
 

Administered Pipelines

In Lead Gen & CRM, the Pipeline feature is a visual representation of a sales flow, and it is the primary tool to use when managing and tracking sales.

When adding users, you can select which pipelines a user has access to by clicking the checkboxes next to individual pipelines.

Refer to Sales Pipeline Overview for more information on creating pipelines.
 

Notification Options

Notifications alert you to certain things that are happening within Lead Gen & CRM. These notifications range from emails to in-application messages. You can set which notifications appear for individual users. 

Note: Lead Gen & CRM users that have not opened an email or logged into the application for 180 days will have their system notifications suppressed. This includes VisitorID, billing, and automation-based notifications.

The available notifications are as follows:

• The Receive emails about web prospects for my company drop-down menu provides options on how often you want Lead Gen & CRM to send you emails about available prospective tracked leads and anonymous visitors that you should consider investigating.
   
  Note: Agencies will also see a Receive emails about web prospects for my clients option, a drop-down menu that provides options on how often you want Lead Gen & CRM to send you emails about available prospective tracked leads and anonymous visitors that your clients should consider investigating. Agencies will also see a Do not send me billing notifications option, allowing you to decide if your user should receive information about billing and payments.   
  
   
• The Do not show me pop-up reminders option disables pop-up windows that display task notification information.
   
• The Do not show me pop-up notifications when a lead opens a Smart Mail or clicks a link in a Smart Mail that I have sent option disables pop-up windows that inform a user when leads open Smart Mails or clicks Smart Mail content.
   
• The Do not send me notifications for social post or email send approval option disables notifications that appear when users schedule social posts or email sends that require certain user approval.
   
• The If not already set up, prompt user about Mail Sync with in-app messaging option provides a notification banner at the top of the application that states that Mail Sync has not been set up for the user. 
   

  

Lead Gen & CRM Communication

The Lead Gen & CRM Communication section provides a way to set users to receive emails and other communications from Lead Gen & CRM.

The material that Lead Gen & CRM sends will go over relevant things that are happening with the platform, such as product release updates.

Lead Gen & CRM will also provide other communications, such as customer newsletters. The content that Lead Gen & CRM sends to users that have this setting enabled will always be professional and courteous.
 

Verifying Email Addresses for New Users

Once a user has been added to Lead Gen & CRM, they will need to verify their email address. Until they do so, they will be unable to use Lead Gen & CRM's features

To verify email addresses, users must the following from a new tab in their web browser:

1. Check their email for the Lead Gen & CRM account verification email.
2. Click Set Up Your Account.
   
   

    

3. Enter a password for the account.
4. Click Create Password.
   
   

    

5. Click Get Started.
   
   

    

Once the user's email address has been verified, they will be able to enter and update user account information and related settings.
 

Updating User Passwords as Administrators

For security reasons, passwords can be changed as needed by contacting Lead Gen & CRM Support to update the user information. Additionally, administrators can ensure the user changes their own information from within their account or by sending a password reset email when a password needs to be updated. Practice safe and proactive password management.

Updating Personal Passwords as Users

Passwords can be changed as needed when users are logged in to their account or through a password reset email. Practice safe and proactive password management.

To have a user update or change a password through a password reset email, do the following:

1. In the top toolbar, click on the   User Menu then click Settings.
   
   

    

2. Under My Company, click User Accounts.
3. Locate the user and click     Options. Click Send Password Reset Email.
   
   

    

Once complete your user will receive an email with a link prompting them to set a new password.

Deactivating and Reactivating Users

You can manually deactivate and reactivate users. Keep in mind that Lead Gen & CRM users that have not opened an email or logged into the app for 180 days will have their system notifications suppressed. This includes VisitorID, billing, and automation-based notifications.

Deactivating Users

While you cannot outright delete users in Lead Gen & CRM, you can deactivate them.

1. In the top toolbar, click on the   User Menu then click on Settings.
   
   

    

2. Under My Company in the left panel, locate User Accounts.
3. Click    Options next to a User. Click Deactivate.
   
   

    

4. Click the Any emails sent from this user will need to be reassigned checkbox.
5. Select the desired user from the Reassign all leads, opportunities, open accounts, and reminders drop-down menu.
    
   Note: Closed won, closed lost, and archived opportunities will be moved to unassigned.
    
6. In the Keep or remove all previous communication section, decide to keep all previously synched email communications or remove them. 
7. Click Disable User Account.
   
   

    

   Important: Automation that has the deactivated user as part of a trigger or filter will still evaluate and run. However, if the user is part of a trigger, the automation will not fire. If the user is part of a filter, the automation will skip the filter and continue.

Reactivating Users

You can reactivate previously deactivated users.

1. In the top toolbar, click on the   User Menu then click on Settings.
   
   

    

2. Under My Company in the left panel, locate User Accounts.
3. Next to the New User button, click    Options. Click See inactive users.
   
   

    

4. Select the desired user.
5. Click Activate.

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