To provide a clear and concise procedure for administrators to manage user rights effectively, ensuring that team members have appropriate access to system features while minimizing security risks and enhancing productivity.
Key Steps
Access User Settings:
Navigate to the Settings menu on the left side of the screen.
Scroll down to the Users section and click to open.
Edit User Information:
Select the user whose permissions you want to manage.
Update the user’s avatar, personal phone number, and default caller ID if necessary.
Note: The email address is not editable as it serves as the user’s login.
Configure Email Settings:
Enter the SMTP server details for email notifications.
If using Office 365 or Google, refer to the help center for specific server settings.
Ensure both the username and system email are entered correctly (if applicable).
Enter the password and click the eye icon to view it if needed.
Test Email Configuration:
Input a test email address and click Test Configuration.
Wait for confirmation that the email was sent successfully.
Assign Team Roles:
Assign relevant team roles to the user, which allows them to be selected in specific areas (e.g., acquisition manager, lead manager).
Set User Permissions:
Review the list of user permissions.
Check or uncheck permissions based on the user’s role and responsibilities:
Properties access
Workflow management
Template management (task, communication, eSignature)
Marketing campaign management
Data management (tasks, files, conversations)
Project management
Company settings access
Phases management
Save Changes:
After making all necessary changes, click the Save button to apply the updates.
Cautionary Notes
Be cautious when granting permissions; ensure that users only have access to features necessary for their roles.
Regularly review user permissions to adapt to changes in team structure or responsibilities.
Tips for Efficiency
Create a checklist of common user roles and their corresponding permissions to streamline the process of setting up new users.
Use the test email feature to verify configurations immediately after inputting settings to avoid delays.
Schedule regular audits of user permissions to ensure compliance and security within the system.
Document any specific user needs or exceptions to standard permissions for future reference.