How to Manage Team Member Permissions
Permissions let you fine-tune exactly what each team member can do without changing their team member level. This guide shows you how to adjust permissions and temporarily disable access when needed.
Before You Begin
You must be the Account Owner or an Administrator to manage permissions. Permission changes take effect immediately — the team member does not need to log out.
Watch & Learn
🎥 Video: Add a Team Member
Step-by-Step Instructions
Step 1: Open the Team Member's Settings
Click your profile picture, select My Team, then click Manage Team Settings. Click the name of the team member you want to adjust.
Step 2: Review Current Permissions
Scroll to the Permissions section. Each permission shows either Grant (green) or Deny (red) across these categories:
- Contacts: Add, Edit, Delete
- To-Dos: Add, Edit, Delete
- Group Actions: Group Edit, Group Delete, Send Email Blast
- Email & Letter Templates: Share with the Team
- Access: Team Administration, Sign In As Owner, Deals, Messages, Edit Other Calendars
- Settings: Import Data, Export Data
Step 3: Adjust Permissions
Click any toggle to flip between Grant and Deny. Make all your changes before saving.
Step 4: Save
Click Save. Changes take effect immediately.
Step 5: Verify (For Critical Changes)
For important permission restrictions, use the Sign In button on the team org chart to view the system as that team member and confirm the change works as expected.
Temporarily Disabling Access
To block a team member from logging in without deleting their account, check the Sign In Disabled box on their settings page and click Save. This is the right approach for leaves of absence, suspensions, or the period between a team member's last day and permanent deletion.
To restore access, simply uncheck the box and save.
Change Team Password
To change a team member's password, click your profile picture, select My Team, then click Manage Team Settings. Click the name of the team member you want to adjust. Click Change Password and update the password. Save.
Questions and Answers
Q: How quickly do permission changes take effect?
A: Immediately. The team member does not need to log out — their next action reflects the new permissions.
Q: What is the difference between denying a permission and using Sign In Disabled?
A: Denying a permission blocks a specific action while still allowing login. Sign In Disabled blocks all access entirely.
Q: Can I give a Team Player all the same permissions as an Administrator?
A: You can grant many individual permissions, but Team Players have structural limitations — like sharing the Owner's database — that permissions cannot override.
Q: Can I copy permissions from one team member to another?
A: Not directly. You will need to set permissions manually for each person, but you can use one team member's settings as a reference.
Guide Type: How-To Guide
Estimated Time: 10 minutes
Video Transcript
Adding a team member gives someone their own sign-in to your database.
Click your profile picture and choose My Team. Click Manage Team Settings, then click Add Team Member. Click Yes, I Understand.
Type their full name, their initials and their email address. They'll use this email address to sign in. Pick a color, which marks their appointments on the team calendar. Click Next.
Now choose their level. We'll make Jordan a Team Player, so click Select next to Team Player. Choose whose contacts Jordan will share, then click Next. The system sums up what that means, so you can check it.
Click Yes, Choose a Password. Type a password for Jordan, then type it again. Click Save New Team Member.
Jordan's settings open, with their permissions underneath. Each permission is set to Grant or Deny. For example, you can stop someone from deleting contacts or sending an email blast. Click a switch to change it, then click Save. Click their name here any time to change a permission or their password.
Give Jordan their email address and password so they can sign in.
To see the system the way Jordan sees it, go back to My Team and click Sign In under their name. It's a quick way to check that their permissions are right. When you're done, click your profile picture, choose My Team, and click Sign In under your own name.