Users

To set up or amend users go to Settings > Users > Add New User. Each user requires a licence and can have individual permissions.

Edit -  change a user's permissions

Clone - copy all permissions from one user to another

Delete - permanently remove a user

Ticking an option grants that permission; leaving it unticked restricts it.

Email Notifications

• When assigned a task/event by another user - notifies the user when another user sets them a task or event, including task details, due date, and a link to the lead. Off by default for new users.
• When assigned an email or text message - notifies the user when an email or text reply is allocated to them, including message details and a link to the lead. Off by default for new users.
• When a task/event is due soon - sends a reminder approximately 1 hour before a task is due. Off by default for new users.

Permissions

General

• User Active — allows the user to log in. Does not affect lead assignment or user group membership.

Access to Leads

• Create Leads — manually add leads to the system.
• Delete Leads — permanently delete leads.
• Pick Up Leads — take unassigned leads and assign them to themselves.
• View Leads— controls which leads the user can see:
  • View All Leads — every lead in the system regardless of assignment.
  • View Only Self Assigned Leads — only their own leads.
  • View Only Self Assigned & Unassigned Leads — own leads plus any unassigned ones.
  • View Only Group Assigned Leads — leads assigned to themselves or others in their user group. Users in multiple groups also see leads from those groups.
  • View Only Partner Associated Leads — only leads referred or introduced by their associated partner.
  • View Only Associated Lead Group Leads — only leads from their associated lead group.

Managing Leads

• Print View Lists of Leads - lists all lead details from search and allows printing.
• Export Leads & Lead Activity - downloads all records and activity (calls, emails, notes, etc.) to a CSV.
• Bulk Actions - perform mass actions on multiple leads (emails, status changes, deletions, etc.).
• Edit Lead Details - change contact and lead details.
• View/Reset Billing Point - resetting cancels any previously recorded transactions.
• View/Edit Lead Cost - view or change the cost paid for a lead. Restrict to avoid misleading reports.
• View/Edit Lead Value - view or change the value charged for a referred lead. Restrict to avoid misleading reports.
• Add Notes, Emails, Tasks & Other Items - record activity on a lead.
• Delete Notes, Calls & Documents - permanently deletes lead activity history.
• Change User - reassign leads between users.
• Change Lead Type - reclassify a leadtype within its group.
• Change Status - move a lead through stages, affecting reporting and lead actions.
• Edit Introducer - change where a lead originated from.
• Edit Source Details - change the associated site, source reference, or marketing details.
• View Hidden Fields - see data in hidden fields on the lead details page.
• Edit Hidden Fields - edit data in hidden fields.

• View Introducer/Source Fields & Details - unticking hides introducer and source fields when adding, searching, or viewing leads. Does not hide from exports or search column views.
• Partner Referral - refer leads to buyers and bill them.
• Unrefer, Return & Reverse Leads - use the Referralbutton to undo transactions:
  • Unrefer - revokes a referral without reversing transactions.
  • Return - starts, decisions, or clears a return.
  • Reverse - reverses all transactions, with options to reverse introducer or buyer transactions separately.
• View/Manage Linked Leads - see leads linked to leads they already have access to.
• Access to Forms from Lead Summary - adds a Forms button on the lead for direct access. Without this, forms are only available via workflows or lead actions.
• Access to Workflows from Lead Summary - start, stop, cancel, or defer workflows on a lead.

Teams

• Send Messages to Other Users - internal messaging between users (not partners).
• Access Availability Calendar of Other Users - view all other users' calendars including tasks and events.
• Only Access Availability of Users in Own Group(s) - as above but limited to users in their own group.
• See Full Details of Other User's Tasks/Events/Appointments - view tasks and appointments via the calendar, but not the user's dashboard.
• Enable as Team Manager - adds a home-screen dropdown to view other users' screens, tasks, and appointments, redistribute leads, and view conversions.
• Only Manage Users in Own Group(s) - limits Team Manager access to users within the same group.

Administration

• Manage Settings - access the Settings tab, including lead groups, data capture, lead actions, partner delivery, user permissions, templates, forms, branding, and more.
• Access Tools - bulk import/update leads and mail printing.
• Manage Partners - view and amend partner details, delivery schedules, costs, and credit limits.
• Only Manage Associated Partners - limits the above to partners the user is associated with.
• View Partner Statements & Add Transactions - view partner statements and add or refund charges.
• Access to Reporting - access all reports, including introducers, buyers, costs, values, user statistics, profit, and marketing data.

Password & Access Restrictions

• Restrict by IP Address - limits login to specific IP addresses. Enter multiple addresses separated by commas. Leave blank to allow access from anywhere.

IP restriction should be used alongside strong passwords, as IP spoofing is possible.

Deleting a User

Read this carefully and consider the effects before deleting a user. Once a user is deleted, they cannot be reactivated.

What happens to their leads?

• Their leads are not deleted.
• Past call notes and activity still show the deleted user's name, so you retain a compliance record of their activity.
• You can no longer use the user filter on Search Leads, as the user no longer exists.
• An export still shows which user was assigned to each lead.
• Consider moving the leads to an active user first, to make searching and reply emails easier.

What happens to my reports?

No longer available after deletion:

• The user filter on Reports.
• The deleted user's stats in the User Activity Report (removed on deletion).
• The deleted user's task count in the User Task / Event Report.
• The username in the Audit Report - actions show as [Deleted] instead of the Auth Name.

Still shows the deleted user's name:

• ROI Assigned User Report.
• Lead Assigned User Report.
• Status Change User Report and Status Change Detail Report (for status changes they made).

What happens when an Email / SMS is replied to?

Emails sent manually by a deleted user:

• Replies go back to the person who sent the email, whether it was sent in their name or the site's name.
• View replies by selecting all users from the drop-down on your home screen.
• If the lead is now assigned to a new user, the reply goes to the new user.

Emails sent by the system (via Workflows or Lead Actions):

• Sent in the deleted user's name - replies go to the deleted user.
• Sent in the site's name - replies go to the assigned user.

Bulk emails: replies return to the sender unless another option was chosen:

• Send in site's name - replies go to the lead's assigned user.
• Send as me - replies go to the person who sent the bulk email.

SMS replies behave the same as email replies.

Will my subscription be reduced automatically?

• No. Once a user is deleted, you will need to notify us separately to reduce your subscription accordingly.