Support Center›Setup Checklist›Step 8
User Access Setup
Add your team with the right permissions
Before you begin
- Estimated time
- 20–30 minutes
- Have ready
- A list of who needs access, what each person does day to day, and their email addresses.
You lose the ability to see who did what, and offboarding one person means changing the password for everyone. Every person gets their own login.
Why this matters
Done properly
- You can see who changed what
- Each person sees only what they need
- Offboarding is one click
- Team members get their own booking calendars
Skipped or rushed
- No accountability when something is deleted
- Contractors with access to your full database
- A shared password circulating indefinitely
- Former staff still able to log in
How to set it up
Map who needs what
Before you add anyone, write down each person and what they actually do. The question is not "do I trust them" — it is "what do they need to touch on a normal day".
Add each person individually
Go to Settings → My Staff and add each user with their own email address. They receive an invitation to set their own password.
Assign the narrowest role that works
Start restrictive. Widening access later takes ten seconds. Discovering that someone deleted a pipeline does not.
A reasonable starting point:
Role Typically needs Should not have You, the owner Everything, including billing — Admin or operations Contacts, calendars, workflows, reporting Billing Sales or client-facing Their pipeline, their conversations, their calendar Workflows, settings, billing Contractor or temporary Only the specific area they are working in Contact export, settings, billing Restrict what each person can see
Beyond the role, control access to specific calendars, pipelines, and conversations. A salesperson usually needs their own pipeline and their own conversations, not everybody's.
Require two-factor authentication
Turn it on for every user including yourself. An account holding your entire client database deserves more than a password.
Have each person save their backup codes somewhere that is not the phone running their authenticator app.
Set up their calendars
Each team member connects their own personal calendar and configures their own availability, exactly as you did in Step 5.
Document who has access
Keep a simple list: name, role, date added, and for contractors, the date access should end. Review it quarterly.
Set a calendar reminder for any contractor's end date on the day you add them.
Confirm your billing details are current
While you are in settings, check the card on file will not expire in the next few months. An expired card is the most common cause of an interrupted account.
Reassign their pipelines, calendars, and open conversations first, then remove their access that day. An active login belonging to someone who no longer works with you is the most common security gap in a small business.
It is convenient right up until something disappears and nobody can tell you who removed it.
Add the end date to your calendar the same moment you add their login. Access that outlives the engagement is how data walks out the door.
Troubleshooting
| Symptom | What to check |
|---|---|
| Invitation email never arrived | Check their spam folder, and confirm the address was typed correctly. Resend from the staff settings. |
| User cannot see a calendar or pipeline | Access to specific calendars and pipelines is granted separately from the overall role. |
| Removed a user and lost their conversations | Reassign first, remove second. If it is already done, raise a ticket promptly. |
| Someone changed a setting and nobody knows who | This is what individual logins prevent. It is not recoverable retrospectively from a shared account. |
FAQ
How many users do I get?
It depends on your plan. Check your allowance under billing before you promise access to a new hire.
Can a contractor have temporary access?
Yes. Add them like anyone else, restrict them to their working area, and remove them on the agreed end date.
What happens to their work when I remove someone?
Reassign their pipelines, calendars, and conversations before removing them. Doing it in that order avoids orphaned records.
Should my virtual assistant be an admin?
Usually not. Give them access to contacts, conversations, and calendars, and keep settings and billing to yourself.
Can users have their own booking links?
Yes. Each user connects their own personal calendar and sets their own availability.
✅Done when
- Every person has their own login
- Permissions match what each person actually does
- Two-factor authentication is on for all users
- You have a written record of who has access, with end dates for contractors
- Billing details are current