# Users Management

The users added in Concord CRM are the sales agents that will be responsible to work with potential clients and manage the deals.

You can create an unlimited number of users and apply appropriate roles with permissions based on what is the duty of the sale agent.

## Create User

- Navigate to Settings -> Users.

- Click Create User.

- Add user name, email and role.

- Click the Password tab and add user password for login.

- Click the Localization tab.

  You will be able to configure various localization config related to the user, for example, timezone, locale, first day of the week, date format, etc...

  For most of the options like locale, the first day of the week, day format, etc..., the values will be taken from the general system settings and will be automatically populated for the user you are trying to create.

- Click on Notifications to toggle any notifications.

- Click Create.

## Roles

In Concord CRM, a flexible roles and permissions system is implemented to ensure a structured access control based on the responsibilities of each user within your organization. Each user can be associated with multiple roles, where each role has specified permissions for various actions within the CRM. These permissions are critical in determining what actions a user can perform.

1. Identify Necessary Roles: Determine the various roles necessary for your organization's sales workflow.
2. Define Permissions: Clearly define the permissions each role requires to efficiently perform its tasks.
3. Assign Roles to Users: Associate the defined roles to users based on their job responsibilities.
4. Review and Adjust: Periodically review and adjust roles and permissions to ensure they remain relevant as job functions evolve or new features are added to Concord CRM.

It's highly recommended to give your users appropriate roles and adjust the roles permissions accordingly to the user responsibility in your company sales workflow.

### Create Role

To create roles navigate to Settings -> Users->Roles and click the "Create Role" button.

Give the role name and give permissions for the role being created, find below an explanation of what every permission means.

### Role Permissions

### Contacts, Companies, Deals, Documents

- View

  - Owned Only - The user will be able to view records where is assigned to.
  - Team Only - The user will be able to view all records owned by the teams he manages.
  - All - The user will be able to view all records.

- Edit

  - Owned Only - The user will be able to edit records where is assigned to.
  - Team Only - The user will be able to edit all records owned by the teams he manages.
  - All - The user will be able to edit all records.

- Delete

  - Revoked - The user is not authorized to delete any records.
  - Owned Only - The user will be able to delete records where is assigned to.
  - Team Only - The user will be able to delete all records owned by the teams he manages.
  - All - The user will be able to delete all records.

- Bulk Delete - If granted, the user will be able to perform bulk delete actions via list view for all records that is authorized to view.

- Export - for applicable resources

  - Revoked - The user won't be be able export resource records.
  - Granted - The user will be able to export resource records that is authorized to view.

### Team Only permission

Imagine your company have multiple teams with managers, each team has one manager and multiple sales agents.

Each manager has to see all records of his team NOT all records of the company.

One manager can manage multiple teams, this means he has to see all records owned by his teams.

To achieve the scenario mentioned above, follow the steps below:

1. Create a new role, for example: Team Manager.
2. For the resource records you want to the team manager to view/edit/delete give the Team Only capability.
3. Save the role.
4. Create a new team, for example: "Energy Team".
5. For the team being created, select team manager user (e.q. John Doe) and add users to to this team.
6. Edit the team manager user (John Doe) and apply the "Team Manager" role.

Now, the team manager user will be able to view, edit, delete (if granted) all of the teams he manages users owned records.

If you add an admin account to a team and grant regular user permissions to manage team records, he will be able to view/edit/delete the admin account records as well.

### Shared Inbox

If you grant access to the role to Shared Inbox, the user associated with this role will be able to use the shared company email accounts created within Concord CRM.

In most cases, the email accounts will be general email addresses like sales@company.com or info@company.com

When you give access to Shared Inbox, be aware that shared email accounts can be accessed by all of the team and each team member will be able to view and interact with the mails.

## Teams in Concord CRM

Concord CRM's team feature facilitates effective team management, allowing for specific permissions and detailed reporting.

### User Affiliation with Teams

- Team Membership: Each user in Concord CRM can be part of a team with a designated team manager.
- Applications: Utilize teams for permissions management and generating specific reports, like querying deals based on team and deal status.

### Adding a Team

Create a new team within your CRM:

1. Navigate to Team Settings:

   - Go to Settings -> Users -> Teams.

2. Create a Team:

   - Click Add Team.
   - Fill in the team's name, manager, and members.
   - Optionally, include a team description.
   - Click Create.

### Filtering by Teams

- Access to Filters:
  - Super admins can filter by all company teams.
  - Regular users can filter only by their teams or teams they manage.

#### Using Team Filters

- Example:

  In the deals table, apply a filter for deals expected to close "This Week" and with "Open" status, belonging to "My Team".

## Invite User

You can invite user/sale agent to sign up to your Concord CRM installation without adding the user manually.

To invite user navigate to Settings -> Users and click the Invite User button.

1. Enter the user email address, this will be the user login email address and the invitation will be sent to this email.
2. If needed, choose roles for the user.
3. If needed, choose teams for the user.
4. If needed, enable Super Admin and API Access.
5. Click Send Invitation.

The Invitation Created mail template will be sent to the invited user.

The invitation link expires after 3 days or after the user sign-up.

## User Timezone

### Timezone Per User Feature

Concord CRM offers a unique feature that allows each sales agent to have a personalized timezone setting.

#### Importance for Global Teams

- Worldwide Collaboration: Sales agents around the globe can work efficiently without timezone conflicts.
- Personalized Settings: Each user's timezone is set to their local time, enabling them to view all dates and activities in their own timezone.

This feature is crucial for global teams, ensuring seamless coordination and scheduling.

## Super Admin User

### Role of Super Admins

Super admins have unrestricted access and control in Concord CRM, capable of performing any action and viewing all data.

#### Setting Up Super Admins

- Initial Setup: The first user in a fresh Concord CRM installation is automatically a super admin.
- Adding More Super Admins:
  1. Go to Settings -> Users.
  2. Click Create User.
  3. In the Advanced tab, toggle the Super Admin option.
  4. Click Create.

## Delete User

- Navigate to Settings -> Users.
- Via the table, select the user you want to delete by clicking on the checkbox in front of the user name.
- Choose the Delete User action.
- Select the another user to transfer the user data.
- Click Confirm.

Concord CRM must transfer the user being deleted data to another user, the data that can be freely deleted for the user, will be deleted, but some data must be transferred to another user, here is a list of the data that is transferred.

- Products the user created.
- Web forms that the user created.
- Workflows that the user created
- Shared filters that the user created and shared with other members.
- Predefined mail templates the user created.
- Shared email accounts that the user created.
- Activities the user created and activities where the user is assigned to.
- Deals the user created and deals where the user is assigned to.
- Companies the user created and companies where the user is assigned to.
- Contacts the user created and contacts where the user is assigned to.
- Calls that the user logged.
- Notes that user added.
- Documents that the user created and documents where the user is assigned to.
- Document "sent by user id" and "document marked as accepted" user id indicators.
- The teams the user is added as manager.