Skip to main content
All CollectionsUsers & Settings
User Management
User Management

Learn everything you need to know about setting up Users, Roles and Permissions, and Teams

Updated over a month ago

Here's an article explaining everything about user permissions, setting up roles, and the benefits of having users grouped in the teams.

Before we dive in, kindly note that number of User seats available differ between subscription plans:

  • Startup
    users have 1 seat available by default, and can add more at $36/month per user seat or to upgrade to Business at any time.
    ​

  • Business
    users have up to 5 User seats available and in case they would like to add more at $62/month per user seat or to upgrade to Enterprise.
    ​

  • Enterprise
    users can have unlimited number of seats. Feel free to reach out to us and we'll make the best price for you.

On top of that, Business/Enterprise users have the ability to to create new roles and customize permissions.

Navigate to Settings → User Management and let's start.

Users

Overview

Users section provides quick overview about:
​

  1. Number of Users added to the account

  2. User full name → from users profile account

  3. User email associated with the account → email they're using for logging into iClosed account.
    Not necessarily a Google Account Email they've used to connect their Calendar for accepting Events (as show on the picture above).

  4. User role assigned → Each user role has its own set of user permissions to access specific features in iClosed

  5. Availability status → did a user set availability or not

    1. "Set" green badge or

    2. "Not set" yellow badge

  6. Calendar status → did a user connected the calendar or not

    1. If yes, it will show green badge "Connected (Gmail of the calendar connected for Events)"

    2. if not, it will show yellow badge "Not connected"

  7. Actions → buttons with available actions, depending if the User accepted account invite or not

    1. if a user accepted account invite, you will have two options, to update user role or, to add user to the team you've created previously

    2. In case a user didn't accept account invite, actions column will show two additional options for you to choose:

      1. Copy invite link → in case you would like to drop invite link again to the user via Slack or any other app or

      2. to resend account invite to the email added when you invited the user for the first time (see column email)
        ​

    3. Last action available is to delete a user
      ​Deleted user will be removed from your account.
      ​However, this seat will remain available until the end of the current billing cycle (learn more here).

Important Note

  • User will be available to participate as Event Host if his Google Calendar is not connected, but such user will not be able to generate Google Meet link in case Event Location set is Google Meet.

  • Users who didn't set their Availability will not be able to participate as Event Hosts.

  • Users who didn't accept invite yet would need to access the account first, before being able to participate in Events

Available actions

From the Settings → User Management → Users tab you will be able to:

Adding User

From the Users section is one of the several places from where you can invite Users to your account.

By clicking on the "Add User" button new window will pop up where you'd be able to see current number of seats, to enter email of a user you would like to invite and to select user role.

Additionally, you can select "Add Another" button while you're in the Add new user window, which will open additional row for another user to be invited.

Important Notes

Bear in mind that adding new users may affect your subscription plan costs.

Startup plans can add new users at the same price as Startup subscription, while Business plan users can add up to five seats by default, and every additional user will be charged extra (learn more about prorated charges here).

Alternative pages from where you can invite additional users are:

Updating User

To select an option to update user, you need to:

  1. Locate user

  2. Click on the "Pencil" button on far right of the row

  3. New window will open for updating specific User, providing two options:

    1. To select Role

    2. To select Team

Copying invite link or Resending invite

These two are additional options that you'll see only if a User didn't accept invite.

  1. Copy invite link → in case you would like to drop invite link again to the user via Slack or any other app or

  2. To resend account invite to the email added when you invited the user for the first time (see column email)
    ​

User who didn't accept invite can't participate as a Host of the event.

Deleting a User

Last action available is to delete a user, but please proceed with caution.

Deleted user will be removed from your account.
​However, this seat will remain available until the end of the current billing cycle.

By clicking on Delete button, new confirmation window will appear.

Teams

All about Teams

This is a great way to organize performance KPI's in groups, in case you would like to segment the organization between different groups of Hosts/Closers. Here's how:

  1. Navigate to second tab within User Management and click on "Create New Team" button

  2. Enter Team name and confirm by clicking on "Create New Team" button

You will see the Team created on the page and now you'd need to add Users to the team:

  1. Click on "Add Members" button

  2. Select all Hosts you would like to add to the Team

  3. Confirm by clicking "Add Users to Team"

All added users will show as Icons and if you hover over them, it will provide full User name.

You will be able to utilize team filters in AI Scheduler main filter on the top, for filtering data on Scheduled Calls and Events pages, as per video below.

Revert filter to "All Closers and Teams" once you're done, so you could see all Users.

Roles & Permissions

Introduction

This is the section where you can assign Roles to the Users or create new Roles from scratch. Permissions are broken down mostly by App pages and you can choose from selecting access types between Full (for all users) and Exclusive (for users themselves only).

Business/Enterprise users have the ability to create new roles and customize permissions.

Each role has it's own set of permissions, and we've defined three most common roles used:

  1. Super Admin → Account creator by default, an account administrator with all permissions available.

  2. Closer → a sales representative, or an appointment setter, who has limited access to all app features.

    1. Has full access to:

      1. Global Data
        but without access to additional options, such as merging leads, changing lead owners, exporting data and appointment setting pag

    2. Has exclusive access to:

      1. all other app parts and features

    3. Doesn't have access to:

      1. Delete permissions

      2. Tracking

      3. Troubleshooting Events

      4. Settings - User management and Integrations
        ​

  3. Sales Manager → has full access to all features necessary for managing a team

    1. Has full access to:

      1. Analytics

      2. Global Data, including full Appointment Setting managing permissions
        but doesn't have access to merging leads, changing lead owners, and exporting data

      3. Members

      4. AI Scheduler

      5. Settings → User Management
        But, doesn't have access to Integrations

      6. Tracking

    2. Has exclusive access to:

      1. Troubleshooting Events

    3. Doesn't have access to:

      1. Delete permissions


The Closer and Sales Manager roles can be edited, by clicking on the edit button on the far right of the screen, or even deleted.

Permissions overview

Permissions are broken down mostly by App pages and you can choose from selecting access types between Full (for all users) and Exclusive (for users themselves only).
​
On top of that, we allow providing additional permissions for certain pages, where you may want to keep exclusive access to your User, but allowing him access to certain data beneficial for tracking their own performance. See explained in detail bellow:

Analytics

This will give access to main dashboard where the role can see Analytics of sales, events, outcomes, sentiments etc.

  • Full Access → the role will be able to view the data of all the team members

  • Exclusive Access → the role will only see their own data

Global Data

For accessing Global Data that includes Contacts, Calls and Deals.

  • Full Access → the role be able to view all the data of the company of contacts, calls and deals

  • Exclusive Access → the role will be able to view only their own data of contacts, calls and deals

  • Additional custom options →

    • Merge Lead → merging contacts

    • Lead Owner → Changing owners of leads

    • Export Global Data → exporting permissions

    • Appointment Setting → providing full access for managing Appointment Setting options in Global Data

If turned on, select between Full and Exclusive, and check the boxes for custom permissions.

Members

This will give access to Closer’s Dashboard.

Full Access → the role will be able to view all the closers of the company on the Members page, to view their performance and their Members dashboard

Exclusive Access → the role will only be able to view their own Members Dashboard

AI Scheduler

Since AI Scheduler is pretty complex and main feature, full and exclusive access is broken down on core features:

  • Events → providing Complete or Exclusive access to Events page
    (like creating new events, managing already created events, etc...)

  • Scheduled Events → choose between complete or exclusive view on Scheduled Calls page

  • Calendar Connections → choose between Complete or Exclusive view on Calendar Connections page

  • Availability → choosing between Complete or Exclusive access to managing all Users availabilities or own only

  • Rules → providing Complete or Exclusive access to Rules automations

  • Workflows → providing Complete or Exclusive access to Workflow automations

Settings

This will give access to Settings of the iClosed account.

You can turn on/off following:

  • User Management → Providing access to User management, and inviting new users

  • Integrations → Allowing access to Integrations page, with additional options to select specific integration apps

Delete permissions

You can control if the role can delete any of the Global Data.

If active, the role can be given delete permissions for contacts, calls or/and deals.

Troubleshoot Events

If active, User will be able to Troubleshoot events.

  • Full Access → the role can view and troubleshoot events across the account, for all users

  • Exclusive Access → the role be able to view and troubleshoot event of their own data only

Tracking

You can set if the user can access Custom Fields, Products or IP Blocking, by checking the boxes.

Super Admin

Account creator by default, an account administrator with all permissions available.

Closer

Is a sales representative, or an appointment setter, who has limited access to all app features.

Has full access to:

  1. Global Data
    but without access to additional options, such as merging leads, changing lead owners, exporting data and appointment setting page

Doesn't have access to:

  1. Delete permissions

  2. Tracking

  3. Troubleshooting Events

  4. Settings - User management and Integrations

Has exclusive access to:

all other app parts and features

Sales Manager

has full access to all features necessary for managing a team.

Has full access to:

  1. Analytics

  2. Global Data, including full Appointment Setting managing permissions
    but doesn't have access to merging leads, changing lead owners, and exporting data

  3. Members

  4. AI Scheduler

  5. Settings → User Management
    But, doesn't have access to Integrations

  6. Tracking

Doesn't have access to:

  1. Delete permissions

Has exclusive access to:

  1. Troubleshooting Events

Learn More

Related Articles
Billing Page Explained
How to create new user role or edit role permissions?
AI Scheduler overview
Invitee Questions (Event) custom fields
Members User Card for Super Admins and Sales Managers
Did this answer your question?