User settings

This article provides an overview of the User settings tab in the Settings section. Users can be either your people who can log into the CRM system, or “holding places” for Accounts that are currently not being dealt with by a specific person e.g. Marketing.

The Spotler CRM is currently only available in English for all users. However, they can input local language text into the data fields in the CRM, including European characters and double byte (Japanese, Chinese etc) characters.

On this page you have the following options:

• Edit Your Details
• User Management
• Change Password
• User Profiles
• User Groups
• Two Factor Authentication
• (Object) Permissions
• Permission Presets

Edit Your Details

Edit your the details of your own user.

User Management

This will display a list of all your current Users. Click on the User Name to view or edit their details. Only Live users have access to the CRM, the checkbox in the Live field will be ticked.

Add user

Click on the Add button to create a new user. When you create a new User they will be emailed a link to activate their access and create a password. Your system Administrator can also send them a link to reset their password from their User record by clicking “create a password reset link”, this generates a link that is displayed in green at the top of the screen which can be forward to the user or actioned by the Administrator.

Note: The password reset link is only active for 30 minutes, so make sure your user is expecting it.

If you already have the maximum number of Live Users allowed by your subscription you will need to either “turn off” any old user or increase the User License in your subscription.

You can restrict reporting access on the User record, to disallow a User from reporting their own, their User Group or global data, even if their User Profile has granted “Read” access. This would mean they would be unable to export any data.

Delete user

For audit purposes, it is not possible to completely delete a user but you can set the user record so they are no longer Live. To turn off the Live user status, open the user record you no longer need by clicking on the name. In the record, click on the Disable user button.

Change Password

All Users can change their CRM password by simply entering their current password and setting a new one. To increase the security strength of a password it should be at least 10 characters long and include upper and lower case letters, e.g. 'H' and 'h', numbers and special characters like '%' and '&'. We also don't allow really common, easy to guess passwords like 'password' or 'abcdef'.

All Users Passwords are stored in the system as encrypted text, unreadable even to our technical staff.

A User can also request to reset their password by clicking the “Forgotten your password” link on the login page.

User Profiles

User Profiles determine what access rights a User has. For example, the “Sales Person” User Profile might allow Users “Write” access to their own Accounts but only “Read” access to other Accounts, whereas as the “Sales Manager” User Profile would allow “Write” access to all Accounts.

User Profiles also allows you to set login access times to limit when users can log in to the CRM.

The purpose of having User Profiles, rather than recording the security settings on each User’s record, is so that security policies can be easily changed without having to edit each User’s details.

Add User Profile

With your User Groups set up, the next step is to establish your User Profiles to determine what access level you want to grant each User. For small organisations, it is normal to allow all users “Read” and “Write” access to all Accounts. For larger organisations, you may want to allow each sales person to have “Write” access to their own Accounts, “Read” access to those in their User Group and no access to other Accounts. Sales Managers would then have their own User Profile that would allow them “Read” and “Write” access to all Accounts in their User Group, and Read access only to all other Accounts.

In the same screen you can also limit the hours of access to the CRM for that User Profile. Click on the field boxes titled “Login Access Allowed From” and “Login Access Allowed To” and use the time selector to set the times when login access is permitted.

Time Zones

If you have employees working in different international time zones you can setup User Profiles and User Records to recognise the time zone they operate in. This is available if the User Permissions Levels option is enabled.

User Groups

Each User belongs to a User Group and has a User Profile. A User Group is a name such as “UK Sales”, “Marketing”, or “Management” and has no other properties. A User Profile will determine whether the User has “Read”, “Write” or no access to: their own Accounts; Accounts that belong to other Users in their User Group; and to all other Accounts.

You can group your Users into User Groups for both reporting and security. For example, you could have groups set for Field Sales and UK Sales and run a Sales Forecast report with a subtotal on the User Groups. Or you could set up the security so that Users in the same User Group can access each other Accounts, but not Accounts owned by Users of another User Group.

Add User Group

When setting up your CRM system, first determine what User Groups you need. A typical structure would be to have one User Group for each sales team, one for the marketing team and one for management/administration. The sales teams would hold all the customer and prospect contacts, the marketing team would hold the contacts for any leads that have not been allocated to the sales teams, press contacts and external agencies, and the management/administration group would hold the suppliers and other contacts.

Click on the Add button to add a User Group, you only need to enter a Group name.

Two Factor Authentication

No information available.

(Object) Permissions

Here you manage your permission levels based on objects. 

Permission Presets

If you are going to use a permission setting more often, save it as a preset.