As your business grows you will want an assistant, a coach or a sales person inside the hub with you. This article shows you how to add a team member, choose what they can see and do, and tidy things up when someone leaves.
If you would rather have us add your staff members for you, or the option is not available in your account, open the chat widget in the hub and our support team will arrange it for you.
Before you start
You need admin access to add or edit users.
Have the person's full name and the email address they will use to log in.
Decide what they need to do. A good rule is to give each person only the access their job requires. You can always add more later.
Step 1: Add a user
In the left menu, go to Settings > Users.
Click + Add User.
Enter their details:
First name and last name
Email address (this becomes their login)
Phone number
A password (they can change it later from Settings > My Profile)
An optional profile image
If you use the hub's built-in phone system, you may also see call forwarding and voicemail options. Set these only if the person will take calls.
If the hub says the email address already exists, follow the on-screen guidance instead of creating a second account.
Step 2: Choose a role
Open the Roles & Permissions section and pick one:
Admin: full access to the hub, including settings and user management. Use this for a business partner or operations lead.
User: access is defined by the permissions you tick. Use this for most team members.
Step 3: Set permissions
Under the role you will see a list of areas you can turn on or off for this person, such as Contacts, Inbox (Conversations), Calendars, Automations, Funnels, Marketing, Memberships (Courses and Client Portal), Opportunities (Sales Pipelines), Payments, Reporting, Media, Account Settings and User Management.
Tick only what they need. For example:
A virtual assistant might need Contacts, Inbox, Calendars and Media.
A coach might need Calendars, Inbox and Memberships.
A sales person might need Contacts, Inbox, Calendars and Opportunities.
If you turn off an area that an existing automation uses, the automation keeps running. Just make sure someone with access is still looking after it.
Step 4: Limit them to their own records (optional)
Turn on Only Assigned Data if the person should see only what is theirs:
Contacts assigned to them
Opportunities they own in the pipeline
Appointments and tasks linked to them
This is ideal for sales staff or contractors who should not see your whole client list.
Step 5: Save
Click Save. The new user can now log in with the email and password you set.
Copy permissions from an existing user
If you are adding a second person with the same job, you do not need to tick everything again.
Go to Settings > Users and open the new user (or click + Add User).
Open Roles & Permissions.
Click Copy Permissions.
Choose the user to copy from in the dropdown, click Copy, then review and Save.
Edit or remove a user
Edit: go to Settings > Users, open the person's record, change their role, permissions or details, and save.
Change a login email: this is a protected action. For your own email, go to Settings > My Profile > Security and verify with SMS or an authenticator app. For another user, the hub will ask you to verify using one of that user's set-up methods.
Remove: from Settings > Users, remove the person. Before you do, reassign their contacts, opportunities and appointments to someone else so nothing falls through the cracks.
Tips
Give every team member their own login so Settings > Audit Logs shows who did what.
Review your user list every few months and remove anyone who no longer needs access.
For questions about how many users your plan includes, or about upgrading, go to Settings > Billing or ask our support team through the chat widget in the hub.
Still stuck? Open the chat widget in the hub and our support team will help.