No. of Users / People *
Business Phase (You are able to select more than one option)
Where are Staff:
Aims (You are able to select more than one option)
CRM Integration (You are able to select more than one option)
Which accounting system do you use?
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Setting up Users

There are two ways that you can set User permissions:

  1. Add a user to an existing Team, directly from their User record.
  2. Create or amend a Team record and attach Users to it.

In both cases, Users will receive permissions based on the Teams that they belong to.

Create a User

Navigate to your user name in the top right hand corner of CRM and click to reveal the menu, then select Users.

  • Click the New User button in the top right corner.

  • Fill in the fields for First Name, Last Name, Email and ensure the that the Locked box is not ticked.
  • You can set the user’s preferred language by choosing from the dropdown list in the Speech Recognition Language field, but this is not essential at this stage. This will default to English if no selection is made.
  • The CTI Extension Binding Mode field will only apply if you have integrated a phone system, so you can ignore the field at this stage.
  • In the event that you want to automatically deactivate the user account on a certain date, you can use the Valid Until field to determine when the login will expire.
  • Ensure you click Save & Close to generate the new user. 

Add a User to a Team
  • In the User record you can see any existing Teams they are a member of or add the User to new Teams by searching the ones you have set up earlier.
  • Users can be members of multiple Teams.
  • Remember to click Update to apply the changes you have made to the User record. 

Users as Contacts within CRM
  • When a new user is created, a Contact record is automatically created for them.
  • These Contacts are automatically marked as employees by way of an I employ this person check-box.
  • The employment indicator box and the Is Active box information will both populate from the employee’s user record.
  • You can quickly access an employee’s User record directly from their Contact by clicking the Login/User button, which will open the associated User record.

Sample Contact for an employee

New User activation
  • Users will receive an activation email that invites them to the CRM and asks them to set a password.
  • Your users can log in from – they can bookmark this in their web browser, and add it as a button on their smart phone screen.
Users imported from your accounting system
  • Once your accounting data is loaded, all employee records and users will automatically exist within the CRM User & Security area.
  • Note that during the import of data from your accounting system, all employees (past and present) will be added to the CRM as users.
  • These users do not automatically get access to the CRM and are set as inactive upon import.
  • You can activate as many of the listed users that you require.

To invite one of the users on the list to access the CRM:

  • Click on a user to open their record (you can search for a specific user with the Filter box).
  • Check that the Login field contains their current email address (rather than a name).
  • Untick the Locked box to activate the user.

  • If you need to amend the Login field, click on the Change Login button next to the user’s name to update the field to a valid email address.

  • You now need to add the user to the relevant Teams so that they have the correct system permissions applied to their login.
  • In the user record, scroll down to the Teams section – here you can see any existing Teams they are a member of and add them to new Teams by searching the ones you have set up earlier.
  • Remember to click Save to apply the changes. 

  • Once you’ve ensured all the user’s details are correct, send them an invitation by clicking the button directly next to the user’s name.

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