How to Add Team Members and Assign Roles in Your CRM

To add a team member, go to Team → Users → Add user and fill in their name, email, phone (optional), a role, and a temporary password (at least 10 characters — they can change it after logging in). That's the whole form. The part worth planning ahead of time is which role to give them, and confirming your plan actually has a free seat.

How many team members you can add

Every plan includes a fixed number of users, enforced the moment you try to add someone past the limit — you'll see a clear message rather than a silent failure. Check pricing for the exact number on your plan; if you're already at the limit, adding another person means either freeing up a seat (deactivating someone who's left) or upgrading. See upgrading or downgrading your plan if that's the situation you're in.

The built-in roles, and what each one actually sees

Every new company starts with a standard set of roles already configured — you don't have to build permissions from scratch to get started:

• Admin — full access to everything, including billing, integrations, and the permissions of other roles. Reserve this for people who genuinely need to change how the account is configured, not just people who need to see everything.
• Manager — full access to leads and reporting, can manage other users' names and status, but cannot touch billing, integrations, or role permissions. The right fit for a team lead who needs visibility across the whole pipeline without needing to be an owner of the account.
• Sales Executive — handles assigned leads. Worth knowing: by default this role sees every lead in the account, not only their own — assignment marks ownership, it doesn't restrict visibility. See why every team member can see all the leads if you were expecting otherwise.
• Marketing User — manages campaigns and tracking (landing pages, Google Ads/Meta settings) without access to the sales pipeline itself.
• Editor — manages CMS pages and blog content, if your plan includes the content module. Has no visibility into leads or integrations.

If none of the defaults fit — say, you want someone who can see every lead but not edit integrations, or a read-only role for an investor or auditor — build a custom role instead of stretching an existing one to fit. See creating a custom role with limited permissions.

Adding the person

1. Go to Team → Users → Add user.
2. Enter their name and email — the email has to be unique across your account; the CRM will reject a duplicate.
3. Pick a role from the dropdown. This decides what they can see and do the moment they log in — there's no separate onboarding step where they start with nothing and get granted access later.
4. Set a temporary password (10+ characters) and share it with them directly rather than over an unsecured channel like WhatsApp. Only the account owner can reset another user's password later if they forget it.
5. Save. The account is active immediately — there's no email verification or invite-acceptance step standing between adding someone and them being able to log in.

Changing someone's role or removing access later

From Team → Users, open the person's record to change their role or set their status to inactive — inactive users keep their historical activity on record but can no longer log in, which is the right move for someone who's left rather than deleting them outright and losing the audit trail on leads they worked. Deactivating someone also frees up their seat against your plan's user limit.