Users, roles and permissions

Users, roles and permissions control who can get into your account and what each person can see and do. You add team members, give each one a role and switch individual features on or off.

For a local service business, this keeps your front desk, technicians and managers focused on their own work. A technician can be limited to the contacts, appointments and tasks assigned to them, while an office manager gets broader access.

To set up a user:

• Go to Settings > Users and open a user or click + Add User.
• Enter their details, such as name, login email, phone number and password.
• Under Roles & Permissions, choose Admin (administrative access) or User (access based on the permissions you set).
• Turn module and granular permissions on or off for areas like calendars, contacts, conversations, payments and workflows.
• Enable Only Assigned Data if the user should only see records assigned to them.
• Click Save.

To save time, use Copy Permissions to copy one user's setup to another. There is no bulk assignment across many users. If you turn off a module for a user, workflows that use it keep running, so make sure someone with access can still manage them.

Changing a login email requires verification by email code, SMS code or an authenticator app, depending on the methods the user has verified. You can also control who sees custom links in the mobile app menu, showing them to all users or admins only, in the locations you choose. Good practice is to give each person only the access they need and review it when responsibilities change.