User Management Guide

Learn how to add, manage, and organize your team members in LeadMachine.

Overview

User management allows you to:

• Add team members to your company
• Assign roles and permissions
• Control who can access leads
• Manage team member profiles

Who can manage users: Admin and SuperAdmin roles only

User Roles Explained

User (Standard Team Member)

Permissions:

• View and manage assigned leads
• Create and edit notes on assigned leads
• Update lead statuses
• Add contact information
• Export assigned leads

Cannot:

• View other team members' leads
• Access company settings
• Add/remove team members
• Delete leads

Best for: Sales reps, account managers, support staff

Admin (Team Manager)

All User permissions, plus:

• View and manage ALL leads (not just assigned)
• Access company settings
• Add and remove team members
• Configure lead statuses
• Set up integrations
• View all reports and analytics

Cannot:

• Delete the company
• Run database migrations

Best for: Team leads, managers, operations staff

SuperAdmin (System Administrator)

All Admin permissions, plus:

• Delete company account
• Run database migrations
• Access to all system-level features
• Configure advanced settings

Best for: Company owner, IT administrator

Note: Each company should have at least one SuperAdmin, but limit this role for security.

Adding Team Members

Step 1: Send Invitation

• Navigate to Settings → Users
• Click + Add User or Invite Team Member
• Fill out the invitation form:
- Email Address (required) - First Name (required) - Last Name (required) - Role (User, Admin, or SuperAdmin)
• Click Send Invitation

Step 2: User Accepts Invitation

The invited person receives an email with:

• Invitation to join your company
• Link to create their account
• Instructions for getting started

Important: Invitation links expire after 7 days. Resend if needed.

Step 3: User Creates Account

The new team member:

• Clicks invitation link
• Sets their password
• Completes profile (optional)
• Gains access to LeadMachine

Managing Existing Users

Viewing Team Members

• Navigate to Settings → Users
• View list of all team members showing:
- Name - Email - Role - Status (Active, Invited, Inactive) - Last login

Editing User Details

• Click the user's name or Edit icon
• Update information:
- First name / Last name - Email address - Phone number (optional) - Role
• Click Save Changes

Note: User will receive email notification if their role changes.

Changing User Roles

• Navigate to Settings → Users
• Click Edit next to the user
• Select new role from dropdown
• Click Save

Security tip: Only promote to Admin/SuperAdmin when necessary.

Deactivating Users

When a team member leaves:

• Navigate to Settings → Users
• Click Edit next to the user
• Click Deactivate Account
• Choose what happens to their assigned leads:
- Reassign to another user (recommended) - Assign to fallback user - Leave unassigned
• Confirm deactivation

What happens:

• User can no longer log in
• Email invitations are revoked
• API keys are invalidated
• Assigned leads are reassigned
• Historical data (notes, activities) is preserved

Reactivating: Click Reactivate button to restore access.

Deleting Users

⚠️ Warning: Permanent deletion removes all user data.

To permanently delete a user:

• First Deactivate the user
• After deactivation, click Delete Permanently
• Confirm deletion

What's deleted:

• User account
• Login credentials
• Personal profile data

What's preserved:

• Leads they created or worked on
• Notes and activities (marked as "Former User")
• Activity logs

Recommendation: Deactivate instead of delete to preserve audit trail.

Lead Assignment

Assigning Leads to Users

When creating a lead:

• Fill out lead form
• Select user from Assigned To dropdown
• Save lead

For existing leads:

• Open lead detail page
• Click Assigned To dropdown
• Select new user
• New lead owner receives instant push notification (if PWA installed) or email

Bulk Reassignment

Reassign multiple leads at once:

• Navigate to Leads
• Check boxes next to leads
• Click Bulk Actions → Reassign
• Select new user
• Click Reassign Selected

Unassigned Leads

Leads without an assigned user:

• Notifications go to fallback user
• Any admin can assign them
• Visible in "Unassigned" filter

Set fallback user in Settings → Company → Fallback User

User Profile & Preferences

Each user can manage their own profile:

Personal Information

• Click profile icon → My Profile
• Update:
- Name - Email address - Phone number - Profile photo (optional)
• Click Save

Password Management

Changing password:

• Go to My Profile → Security
• Enter current password
• Enter new password (twice)
• Click Update Password

Password requirements:

• Minimum 8 characters
• Include uppercase and lowercase
• Include at least one number
• Include at least one special character

Forgot password:

• Click Forgot Password on login page
• Enter email address
• Check email for reset link
• Create new password

Notification Preferences

Users can control how they receive notifications about leads:

Push Notifications (Recommended - FREE)

Install the LeadMachine app to receive instant, free push notifications:

• Go to My Profile → Settings → Push Notifications
• Click "Add App" to install the PWA to your device
• After installation, enable push notifications when prompted
• Test with the "Send Test Notification" button

Benefits:

• ✅ Instant notifications when leads are assigned
• ✅ 100% FREE - no SMS charges
• ✅ Works on phone, tablet, and desktop
• ✅ Tap notification to open lead directly

See the PWA & Push Notifications Guide for detailed installation instructions.

Email Notifications

Configure email preferences in My Profile → Settings → Email Preferences:

• New lead assignments
• Lead status updates
• Weekly activity summary
• Daily digest

SMS Text Messages (Optional - Legacy)

If your admin has configured SMS:

• Add your phone number in My Profile
• Go to Settings → SMS Notifications
• Review and accept SMS consent
• Enable notification types

Note: SMS may incur carrier charges. Push notifications are recommended instead.

Team Collaboration

Lead Visibility

Users see:

• Only leads assigned to them
• Leads they created
• Unassigned leads (read-only)

Admins see:

• All company leads regardless of assignment

Sharing Leads

To give another user access:

• Open lead detail page
• Click Share
• Select team member
• Choose permission level:
- View only - Edit
• Click Share Lead

Team Activity Feed

View what your team is doing:

• Navigate to Dashboard
• View Team Activity panel
• See recent actions:
- Leads created - Status changes - Notes added - Leads won/lost

Best Practices

Role Assignment

Start conservative:

• Most team members should be Users
• Limit Admin role to managers
• Keep SuperAdmin to 1-2 people

Promote as needed:

• Review permissions regularly
• Promote based on responsibility
• Document who has what access

Onboarding New Users

Before invitation:

• Prepare documentation
• Set up their initial lead assignments
• Decide on role and permissions

After they join:

• Schedule onboarding call
• Walk through dashboard
• Assign first leads
• Check in after first week

Regular Audits

Monthly review:

• Remove inactive users
• Verify roles are appropriate
• Check for unused accounts
• Update contact information

Quarterly review:

• Reassess team structure
• Optimize lead assignments
• Review access logs
• Update documentation

Security Guidelines

Protect your team:

• Require strong passwords
• Don't share accounts
• Deactivate users immediately when they leave
• Review admin access regularly
• Enable 2FA if available

Red flags to watch:

• Users who haven't logged in for 60+ days
• Multiple failed login attempts
• Unusual activity patterns
• Shared email addresses

Team Size & Billing

User Limits by Plan

Plans include different user limits:

• Starter: 1-3 users
• Professional: 5-10 users
• Business: 15-25 users
• Enterprise: Unlimited users

Check your current limit in Settings → Company → Billing

Adding More Users

If you hit your user limit:

• Deactivate unused accounts
• Or upgrade your plan:
- Navigate to Settings → Billing - Click Upgrade Plan - Select plan with more users - Confirm upgrade

Cost per Additional User

Some plans allow adding users beyond the base:

• Additional users: $10/month each
• No long-term commitment
• Remove anytime

Troubleshooting

User Not Receiving Invitation

Problem: Invited user didn't receive email

Solutions:

• Check spam/junk folder
• Verify email address is correct
• Resend invitation from user list
• Try different email address

User Can't Log In

Problem: User has account but can't access

Check:

• Account is Active (not Deactivated)
• Email address is verified
• Password is correct (reset if needed)
• No browser/cache issues

User Can't See Leads

Problem: User complains they can't see leads

Cause: Probably a User role (can only see assigned leads)

Solutions:

• Assign leads to them
• Or promote to Admin (if appropriate)
• Explain role-based visibility

Role Change Not Taking Effect

Problem: Changed user's role but permissions unchanged

Solutions:

• User needs to log out and back in
• Clear browser cache
• Check role saved correctly
• Contact support if persists

Advanced Features

API Access per User

Users can generate personal API keys:

• Go to My Profile → API
• Click Generate API Key
• Copy and save securely
• Use for custom integrations

Note: Admin can revoke API keys in user management.

Single Sign-On (SSO)

Enterprise plans can enable SSO:

• Connect with Google Workspace
• Microsoft Azure AD
• Okta
• OneLogin

Contact support to enable SSO for your company.

User Groups (Coming Soon)

Future feature to organize users:

• Create groups (e.g., "Sales Team", "Support")
• Assign leads to groups
• Set group permissions
• Simplify management

Getting Help

For user management questions:

Email: [email protected]

Include:

• Your role (Admin/SuperAdmin)
• Description of the issue
• User's email address (if applicable)
• What you were trying to do

Last Updated: October 2025