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

1. Navigate to Settings → Users
2. Click + Add User or Invite Team Member
3. Fill out the invitation form:

1. 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:

1. Clicks invitation link
2. Sets their password
3. Completes profile (optional)
4. Gains access to LeadMachine

Managing Existing Users

Viewing Team Members

1. Navigate to Settings → Users
2. View list of all team members showing:

Editing User Details

1. Click the user's name or Edit icon
2. Update information:

1. Click Save Changes

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

Changing User Roles

1. Navigate to Settings → Users
2. Click Edit next to the user
3. Select new role from dropdown
4. Click Save

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

Deactivating Users

When a team member leaves:

1. Navigate to Settings → Users
2. Click Edit next to the user
3. Click Deactivate Account
4. Choose what happens to their assigned leads:

1. 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:

1. First Deactivate the user
2. After deactivation, click Delete Permanently
3. 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:

1. Fill out lead form
2. Select user from Assigned To dropdown
3. Save lead

For existing leads:

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

Bulk Reassignment

Reassign multiple leads at once:

1. Navigate to Leads
2. Check boxes next to leads
3. Click Bulk Actions → Reassign
4. Select new user
5. 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

1. Click profile icon → My Profile
2. Update:

1. Click Save

Timezone Setting

Your timezone controls how calendar events, meeting times, and booking availability are displayed throughout LeadMachine and Ledo.

1. Go to My Profile → click Edit Profile
2. Find the Timezone dropdown in the Personal Information section
3. Select your timezone (e.g., Eastern Time, Pacific Time)
4. Click Save

Supported timezones include:

• Eastern Time (ET)
• Central Time (CT)
• Mountain Time (MT)
• Pacific Time (PT)
• Alaska Time (AKT)
• Hawaii Time (HT)
• UTC
• London (GMT/BST)
• Central European (CET)
• Tokyo (JST)
• Sydney (AEST)

What it affects:

• Calendar event times in the Meetings tab
• Ledo chat responses about your schedule
• Booking page availability slots
• Meeting time formatting on lead detail pages

Default: America/New_York (Eastern Time) if not set.

Password Management

Changing password:

1. Go to My Profile → Security
2. Enter current password
3. Enter new password (twice)
4. 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:

1. Click Forgot Password on login page
2. Enter email address
3. Check email for reset link
4. Create new password

Notification Preferences

Users can control how they receive notifications about leads. All settings are in My Profile → Settings tab.

Push Notifications (Recommended - FREE)

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

1. Go to My Profile → Settings tab → Push Notifications section
2. Click "Install App" to add the PWA to your device
3. After installation, enable push notifications when prompted
4. Test with the "Send Test" 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

Note: The settings page now detects if you have an active push subscription, even when viewing in your browser. If push is enabled, you'll see your subscription status correctly.

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

Email Notifications

Configure email preferences in My Profile → Settings tab → Email Notifications section:

• Daily Summary - Get a daily recap of your activity
• Weekly Summary - Weekly overview of leads and performance
• New Lead Notifications - When a lead is assigned to you
• System Notifications - Important updates and account notifications

Preferences are saved automatically when changed.

SMS Notifications

Receive text message alerts for important lead activity:

1. Add your phone number in My Profile → Profile tab (required)
2. Go to Settings tab → SMS Notifications section
3. Toggle "Enable SMS Notifications" to ON
4. Select which notifications you want:

Note: Standard messaging rates may apply. Reply STOP anytime to unsubscribe. See the SMS Notifications Guide for full details including two-way messaging with Ledo.

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:

1. Open lead detail page
2. Click Share
3. Select team member
4. Choose permission level:

1. Click Share Lead

Team Activity Feed

View what your team is doing:

1. Navigate to Dashboard
2. View Team Activity panel
3. See recent actions:

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:

1. Deactivate unused accounts
2. Or upgrade your plan:

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:

1. Go to My Profile → API
2. Click Generate API Key
3. Copy and save securely
4. 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: February 2026