How to Add Users and Set Access in LeadLocate

A new hire should be texting leads by ten on the first morning. Adding the user takes the sales manager about a minute; this is the minute.

1. Open User Management

   In the desktop CRM open Billing & Admin and choose User Management. The Users list shows everyone on the account with their Job title, and the line beside the heading counts your user licenses, for example 3 of 5 user licenses in use.

2. Open Add a User

   Click Add a User. While a license is free, the window tells you how many are free and that each new user gets a LeadLocate CRM login right away. You need User Management in your own access to see the button.

3. Enter the person's details

   Fill in First name, Last name, Mobile phone (US), Email address and Job title. The email is their login and the mobile number is where their sign in text and lead alerts go, so both need to be right. Use + Add another user to add more than one person in the same window.

4. Create the login

   Click Create User. The window reads Users created. The sign-in text and email were sent. Each temporary password shows there once, and the person chooses their own password the first time they sign in.

5. Request more licenses when every one is in use

   If all of your user licenses are in use, the same window says so and its button reads Request Licenses. Send it with the people who need a login and the request reaches our team, who add the licenses to your account; the new logins arrive by text message and email. If only some people fit, Request the rest sends the others as a request.

6. Set their access

   Open the new user with Edit User. Under Access Control, tick the pages and tools this person may use. Then switch on the alerts under Notifications, add a photo and signature under Profile and Signature, and decide under Lead Routing whether they are in the round robin rotation.

7. Hand over the login

   Tell the person to look for the sign in text and email. Their one login opens the desktop CRM, the LeadLocate phone app and My LeadLocate, plus SecureWebX and Inventory Link when their app access includes them, and the Quick Access PIN they set gets them back into the phone in seconds.

You need a login with User Management switched on in your own access, and four things about the person: the email address they will sign in with, the mobile number they carry, their job title, and what they should be able to open. In LeadLocate, what a person can do is not a fixed role. It is the job title that shows under their name plus the pages and tools ticked for them under Access Control, so a closer can have the desk and a BDC agent the inbox, whatever their titles say. The user access and permissions page explains how a manager sets what each person can open.

Look at the licenses line on the Users page before you start. Each plan includes a login to start, more users are an add-on to an active subscription, and every switched on login uses one license. While a license is free, you create the login yourself in about a minute. When every license is in use, the same window sends a request for more to our team. Assignment is a separate setting: round robin lead assignment and the lead sources decide who receives a lead, and Access Control decides what they can see once they have it.

The window confirms the user was created and that the sign in text and email went out, and the new person appears in the Users list with their job title. The licenses line counts one more in use. When they sign in on the desktop CRM they see the menus their Access Control allows. On the phone they install the LeadLocate mobile app, sign in once with the same email and password, and their Quick Access PIN gets them back in after that. The SecureWebX and My Inventory buttons on the dock open the other products without a second username when their app access includes them, because single sign on ties the products to the one login.

Their name is now available everywhere a user is chosen: in round robin rotation, on the Forward Calls To ring list, in Team Chat and on the shared calendar.

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There is no Add a User button. Your own access does not include User Management, so the page shows only your own record. Ask whoever manages access at your store to add the person, or to switch User Management on for you.

The window offers Request Licenses instead of Create User. Every user license on the account is in use. Send the request and our team adds licenses for your dealership; more users are an add-on to an active subscription. If a login belongs to someone who left, switching it off frees that license for the new hire.

A person was not created. The window names the reason, such as an email address or mobile number that already belongs to another login. Fix the detail and try again, or use Send as a request instead and our team sorts it out with you.

The new person's alerts are silent. The mobile number was saved as a desk line or with an extension, or the alerts on the Notifications tab were left off. Open Edit User, fix the number, and switch on the events they should hear about. The notification preferences guide covers every toggle.

When someone leaves, find them in the Users list and switch the login off. The Switch off window asks what happens to their work: choose a successor under Hand over their work to and their open leads and tasks move to that person, or choose Temporary leave: keep their work where it is for someone who is coming back. Messages, notes and call history keep their name, and the license is free again for the next hire. When someone changes jobs, change their job title and Access Control on the same record.

Next steps after adding the team are setting each person's notification preferences and booking link, and setting up lead feeds so the new names are in the rotation. App access for SecureWebX and Inventory Link is on the account access page in My LeadLocate. Every guide is in the help center; the LeadLocate CRM page shows the whole platform a new user is signing into.

Add the user the afternoon before the start date, with access and alerts set, so the first morning is spent selling rather than configuring. Never share a login to save a license; every text, call and deal in the CRM is attributed to the login that did it, and reports only mean something when that is a real person. Ask for licenses a few days before a hiring class starts, not on the morning they arrive. And put the new rep on the Forward Calls To list the same day, so the phone rings the people who are actually on the floor.

How do I decide what a new user can open?

What a person can do is set on their Edit User record. Access Control lists the pages and tools in the CRM with a checkbox for each, and the job title shows under their name across the CRM. Two people with the same title can have different access, so the access fits the job rather than a fixed role.

Does adding a user cost extra?

Each plan includes a login to start and more users are an add-on to an active subscription. While your account has a free user license, a manager with User Management creates the login right away; when every license is in use, Add a User sends a request for more to our team. The pricing page lists the user add-on.

How do I get more user licenses?

Click Add a User. When every license is in use, the window's button reads Request Licenses; send it with the names of the people who need a login and the request reaches our team, who add the licenses to your account. The new logins arrive by text message and email.

Can I add several people at once?

Yes. Use + Add another user in the same window for each person. Everyone who fits in your free licenses is created at once, and Request the rest sends the others to our team as a request for more licenses.

Does the new user need separate logins for SecureWebX and Inventory Link?

No. One login opens the desktop CRM, the phone app and My LeadLocate, and it opens SecureWebX and Inventory Link too when their app access includes them, which is set on the account access page in My LeadLocate.

How do I remove someone who left?

Switch their login off from the Users list. The Switch off window hands their open leads and tasks to a successor you choose, or marks Temporary leave and keeps their work where it is. Their history stays in the store's record and the license is free for the next hire.

Schedule Training from the top bar of the CRM and a trainer adds your first users with you on a screen share, or watch the pre-recorded live demo first.

Prefer to talk right now? Call or text 844-376-2274.