Setup: Your First Team Member

Adding a team member transforms your CRM from a personal tool into a shared system. This guide walks through the complete process from start to finish.

Watch & Learn

🎥 Video: Add a Team Member

Before You Begin

Decide which team member level fits this person. See About: Team Member Levels if you are unsure.
Confirm your database structure decision. See Setup: Team Database Structure if you have not done this yet.
Have their full name and work email address ready.
Know that each team member adds $15 per month to your subscription.
Understand that team member levels are difficult to change after setup. Choose carefully.

Step-by-Step Instructions

Step 1: Open Team Settings

Click your profile picture in the top right corner and select My Team. Then click Manage Team Settings, followed by Add Team Member.

A confirmation dialog appears noting that each team member increases your monthly subscription by $15. Click Yes, I Understand to proceed.

Step 2: Enter Basic Information

Fill in the following fields:

Full Name — Their complete first and last name
Initials — 2-3 characters that will represent them on shared calendars
Email — Their work email address, which becomes their username for logging in
Color — Choose a color that will identify their appointments on shared calendars. Pick something distinct and easy to recognize.

Each team member must have a unique email address. You cannot use the same email for multiple accounts.

Click Next.

Step 3: Select Their Team Member Level

The system displays the four available levels with descriptions. Review them carefully and click Select next to the level that matches this person's role.

This is the most consequential decision in the setup process. If you are uncertain, review About: Team Member Levels before proceeding. Changing levels later requires deleting the account and starting over.

Step 4: Confirm the Level

A summary screen appears showing what this team member will be able to do and which database they will access. If this matches your intention, click Yes, Choose a Password. If you need to reconsider, click No, Take Me Back.

Step 5: Set a Temporary Password

Enter a password of at least 8 characters. You will need to communicate this to the team member manually — the system does not send it automatically. Click Save to create the account.

Step 6: Review and Adjust Permissions

After saving, the full Team Member Information page appears showing their default permissions. The Permissions section displays Grant/Deny toggles 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

Default permissions are appropriate for most situations. Adjust only if you have a specific reason to do so — you can always change permissions later. Click Save if you made any changes.

Step 7: Confirm the Settings Summary

A Settings Summary appears at the top of the page confirming what this team member can do and which database they access. Review it to make sure everything matches your intentions.

Communicate the following to your new team member:

Login URL for your CRM
Their username (the email address you entered)
Their password

For security, avoid sending all three in the same message. Email the URL and username, then communicate the password separately by phone or text.

Step 9: Test Their Access

After they log in, verify their setup is correct. Use the Sign In button next to their name on the team org chart to view the system exactly as they see it. Confirm they can access what they should and cannot access what they should not. Return to your own account when finished.

Questions and Answers

Q: What if I choose the wrong team member level?

A: You will need to delete the team member and add them back, which loses their templates, calendar, and settings. Double-check your choice before saving.

Q: Does the system notify the team member that their account was created?

A: No. You must communicate login credentials manually.

Q: Can I add multiple team members at once?

A: No. Add them one at a time. The process takes only a few minutes per person, so this goes quickly.

Q: How soon can they start working after I add them?

A: Immediately. The account is active as soon as you save it.

Q: Should I set up all their preferences before they log in?

A: No. Add them with the correct level and permissions, then let them configure their own preferences — theme, notifications, and so on — after logging in.

Guide Type: One-Time Setup Task

Estimated Time: 30 minutes (including testing)

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.