Managing Users
Add people to your account, choose what each person can see and do, switch someone off without losing their leads, and remove people who have left. Covers roles, every permission, managing several accounts at once, and the Who can...? page.
On this page
The Manage Users page is where you see everyone on your account, add new people, decide what each person can see and do, switch someone off without losing their work, and take people off the account when they leave.
To open it, go to Settings and choose Users.
The Manage Users page, showing everyone on the account.
Who can use this page
- Administrators can do everything on this page: add people, change their role and permissions, switch them off and on, remove them, and change the order of the list.
- Users can open the page and see who is on the account, with each person's role and permissions. They cannot change anything. A note at the top of the page says so.
- Your own row is marked You. You cannot change your own role here. The card icon at the end of your row opens your Profile page, where you change your own name, password and time zone.
- The Account Owner has a lock at the end of the row. An owner's access cannot be changed on this page. If the owner of your account needs to change, contact OpenLeads support.
Reading the list
Each person on the account has one row.
A close look at the User, Role, Permissions and Status columns.
| Column | What it shows |
|---|---|
| User | Their picture or initials, their name and their email address. Click a name to open that person for editing. |
| Role | Account Owner, Administrator or User. Small tags beside the role show a reporting level (such as Senior Vice President) and whether the person is included in Reporting. |
| Permissions | An administrator shows Everything, because an administrator can do everything. A User shows which leads they can reach, followed by the permissions that are switched on for them. When the list is long it ends with + more. Hold the mouse over that to see the rest. |
| Status | A switch. Green and Active means they can sign in to this account. Grey and Disabled means they cannot. Click the switch to change it. |
| Email delivery | How email from this person is sent: through Gmail, through their own mailbox (Webmail Connect), or through OpenLeads (Default). This is for information. It is not changed on this page. |
| Last sign-in | How long ago they last signed in. Hold the mouse over it for the exact date and time. Never means they have not signed in yet. |
| Actions | The pencil opens the person for editing. The bin takes them off the account. |
A row that is greyed out belongs to someone who is disabled.
Finding people
The buttons, the search box and the filters.
- Search: type part of a name or an email address. The list narrows as you type. The x clears the search.
- All: everyone on the account.
- Administrators: administrators and account owners.
- Users: everyone with the User role.
- Disabled: people who are switched off.
The number on each button is how many people are in that group. If nothing matches, click Clear search and filters to see everyone again. On a long list, Show more at the bottom loads the next people.
Adding a user
- Click Add User.
- Type the person's email address and click Continue.
Add User, step one: the email address.
What happens next depends on the email address.
- The email is new to OpenLeads. A new sign-in is created. Fill in their name, a password and their time zone.
- The email already has an OpenLeads sign-in. That sign-in is reused. The person keeps their own name and password and signs in the way they do now. You only choose their access.
Add User, step two: name, password, time zone and access.
- Name: letters, numbers and spaces.
- Password: type one twice, or click Make one for me and OpenLeads fills one in and shows it so you can copy it. Give the password to the person. They can change it later on their Profile page.
- Time zone: choose the time zone the person works in.
- Access: choose Administrator or User. See Roles and permissions below.
Click Add User. The new person appears in the list straight away.
Users and your plan. If your plan includes a set number of users, a note at the top of the page tells you when you have reached that number and what each extra user costs. If the account is at its maximum number of users, the person is not added and you are told that the owner can upgrade in Settings > Billing Profile.
Roles and permissions
Every person has one of two roles on an account.
Administrator
An administrator can do everything on the account: every lead, every setting, and managing users. There is nothing to tick, because nothing is held back.
Choosing the Administrator role.
User
For a User, you choose what they can see and do. There are two parts.
Choosing the User role, lead access and permissions.
Leads decides which leads they can reach:
- Their own leads only: they see and edit only the leads assigned to them.
- View all leads: they can open every lead, but edit only their own.
- View and edit all leads: they can open and change every lead on the account.
Permissions are extra things you switch on one at a time. They are grouped by area.
The permission tick boxes, in groups.
- The count beside Permissions shows how many are switched on, for example 8 of 27.
- Tick all and Clear all change every box at once.
- All and None beside a group name change just that group.
- Find a permission narrows the list as you type.
What each permission does
| Group | Permission | What it lets a User do |
|---|---|---|
| General | Enable API | Lets this person use single sign-on through the OpenLeads API with certain third party applications. The API always works through their own Authentication Code, found on their Profile page. |
| Leads | Add History Entry | When ticked, they can add a history entry only on leads that are assigned to them. When it is not ticked, that limit does not apply. |
| Leads | Apply Form Fields | Choose a form and apply its fields to one or more leads. |
| Leads | Apply Workflow | Choose a workflow and apply its rules (actions, types, users) to a lead they are editing. |
| Leads | Archive Leads | Archive leads. |
| Leads | Copy Leads | Copy a lead from one account to another, when they are on both accounts and the lead is assigned to them. |
| Leads | Delete History | Delete comments and attachments. |
| Leads | Delete Leads | Delete leads. |
| Leads | Export | Export their lead list to an Excel CSV file. |
| Leads | Import | Import Excel CSV files into their lead list. |
| Leads | Mass Apply Workflow | Run a workflow against many leads at the same time. |
| Leads | Mass Update | Run actions that change data across their whole lead list, such as assigning or removing a type. |
| Leads | Remove Pending | Remove active tasks and pending or cancelled emails from leads. |
| Leads | Send Mass Email | Send an email campaign to their whole lead list. |
| Pipeline | Change Status | Change the status of a lead in the pipeline. |
| Pipeline | Edit Opportunity | Edit the opportunity, stage and value of a lead in the pipeline. |
| Reporting | View User Lead Activity | See every user's lead activity on the dashboard. |
| Settings | Manage Custom Fields | Add, change and delete custom lead fields. |
| Settings | Manage Custom Fields (add only) | Create new custom fields to use when editing leads. They cannot change or delete custom fields. |
| Settings | Manage Forms | Add, change and delete forms. |
| Settings | Manage Messages | Add, change and delete messages. |
| Settings | Manage Types | Add, change and delete lead types. |
| Settings | Manage Types (add only) | Create new lead types to use when editing leads. They cannot change or delete types. |
| Settings | Manage Workflows | Add, change and delete workflows. |
| Tasks | Delete All Tasks | Delete other people's tasks. |
| Tasks | Delete Tasks | Delete their own tasks. |
| Views | Save Views | Save views. |
Reporting
- Reporting: tick this to include the person in Reporting for this account.
- Reporting level: None, President, Senior Vice President or Regional Manager. The level shows as a tag beside their role in the list.
Editing a user
Click the pencil at the end of a row, or click the person's name.
The Edit window for one person.
Sign-in details
Email, name, password and time zone belong to the person and are the same on every account they are on.
- To give someone a new password, type it in New password and again in Confirm password, or click Make one for me. Leave both empty to keep their current password.
- If the person is also on an account you do not manage, these boxes are locked. Only the person can change them, on their own Profile page. You can still change their access on your account.
Access on this account
- Active: the same switch as in the list. Turn it off to stop them signing in to this account.
- Administrator or User, and for a User, their lead access and permissions.
- Reporting and Reporting level.
Click Save when you are done.
Switching someone off and back on
Use the switch in the Status column.
- Off (Disabled): the person cannot sign in to this account. Their leads stay assigned to them, and nothing they did is lost.
- On (Active): they can sign in again, with the same role and permissions as before.
Disable or remove? Disable someone who is away for a while or may come back. Remove someone who has left for good.
Removing a user
- Click the bin at the end of the person's row.
- The window tells you how many leads are assigned to them on this account.
- Under Give their leads to, choose who takes over those leads, or leave it on No one. Leave them unassigned.
- Click Remove.
The Remove window.
Removing takes the person off this account. The history and notes they wrote stay on the leads, and no leads are deleted. If the person is on other accounts, they stay on those.
Changing the order of the list
Drag the handle at the start of a row to move that person up or down. The new order is saved as soon as you let go.
Dragging is switched off while a search or filter is in use. Clear the search and filters first.
Managing several accounts at once
If you are an administrator on more than one account, two buttons appear beside the search box: This account and All accounts.
- All accounts lists each person once, with the number of your accounts they are on. You can also search by account name, or pick one account from the list beside the filters.
- Click the arrow beside a name to see every account that person is on, with their role, permissions and status on each one. Each account has its own switch, pencil and bin.
- Add to another account puts the person on more of your accounts in one step.
- Disable on all, Enable on all and Remove from all act on every one of your accounts the person is on.
- When you edit someone, Use the same access on other accounts at the bottom of the window copies exactly the access you just set to any other account you tick.
- When you add a new person, you choose which of your accounts to put them on.
Removing someone from several accounts at once leaves their leads on those accounts unassigned. To hand their leads to someone else, remove them from one account at a time.
You only ever see the accounts you administer.
Who can...? and What I can do
The button beside Add User opens a second page that answers one question quickly.
For administrators: Who can...?
The Who Can Do What page.
- Pick a permission on the left. The right side lists everyone who can do it, and everyone it is not switched on for.
- The number beside each permission is how many people can do it.
- Administrators appear in every list, marked Administrator, so everything.
- People who are disabled are left out, because they cannot sign in. Tick Include disabled people to show them.
- Download as CSV gives you one line per person, with every permission as Yes or No.
- The pencil beside a name opens that person on the Manage Users page.
For everyone else: What I can do
For a User the button reads What I can do. It shows your own role on the account, which leads you can reach, and each permission that is switched on for you. Show what is not switched on for you lists the rest. An administrator on your account can switch any of them on.
Help and the page tour
Click Help at the top right of the page.
The Help button menu.
- Take the tour walks you through the page in about a minute.
- Open the help guide opens this article.
The first time you visit, a small note above the Help button offers the tour. Click Don't show again to stop it appearing.
Common questions
Why can I not change my own role?
So that nobody can lock themselves out, or give themselves more access, by accident. Another administrator can change your role. Your name, password and time zone are on your Profile page.
Why is there a lock beside the Account Owner?
The owner has top-level control of the account, including billing, so an owner's access cannot be changed from this page.
Why are the name, email and password boxes locked for one person?
That person is also on an account you do not manage. Their sign-in details apply to every account they are on, so only they can change them, on their Profile page.
Can I limit what an administrator can do?
No. An administrator can always do everything. To limit someone, change their role to User and tick only the permissions they need.
What is the difference between Disabled and removed?
A disabled person stays on the account and keeps their leads, but cannot sign in. A removed person is taken off the account, and you choose who gets their leads.
I added someone whose email was already in OpenLeads. What password do they use?
The one they already have. An existing sign-in is reused, so their name and password do not change.