How to Add Users and Roles 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 Role, Job title and Mobile phone (US). Only a Manager or the Master Administrator sees this menu.

2. Start a new user

   Click Add User. A short form opens for one person.

3. Enter the person's details

   Fill in New User Full Name, Best Contact Email Address, Cellphone Number for SMS Notifications and a Default Password they will change on first sign in. The email is their login and the cell is where their text alerts go, so both need to be right.

4. Choose the role

   Pick User for a salesperson or BDC agent who works leads, or Manager for someone who runs a team and needs to see the team's leads and activity. The Master Administrator seat is the account owner's and already exists.

5. Save the user

   Click Save New User. The person appears in the Users list at once.

6. Finish the record

   Open the new user with Edit User. Set the 4 digit PIN for mobile quick access, switch on the alerts under Notifications, add a photo and signature under Profile and Signature, and set who receives what under Lead Routing and Access Control.

7. Hand over the login

   Give the person their email and starting password. Their one login opens the desktop CRM, the phone app, SecureWebX, Inventory Link and the account portal, with the role deciding what they see in each.

You need to be a Manager or the Master Administrator, and you need three things about the person: the email address they will sign in with, the cell number they carry, and which of the two roles fits. Decide the role by the job, not the title: a User works leads, a Manager runs the people who do. The user roles and permissions page explains what each seat sees.

It helps to have the person's photo and the wording of their email signature ready, so the record is complete before they sign in. If you are also deciding who gets which lead, note that assignment is a separate setting from the role: round robin lead assignment and the feeds decide who receives a lead, the role decides what they can see once they have it.

The new person appears in the Users list with their role beside them. When they sign in on the desktop CRM they see the menus their role allows: a User sees their own leads, calendar, inbox and deals; a Manager sees the team's as well. On the phone they install the LeadLocate mobile app, sign in once with the same email and password, and the PIN you set gets them back in after that. The SecureWebX and My Inventory buttons on the dock open the other products without a second username, 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.

Leave your number and a lead specialist calls you back to answer your questions about pricing, coverage, and setup. Mon - Sat, 9:00 AM - 6:00 PM Pacific.

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

User Management is not in your menu. Your role is User. Ask a Manager or the Master Administrator to add the person; the menu only appears for those two seats.

The Users page offers Send Request instead of a form. The account has reached the number of users its plan carries. Use Send Request and the request reaches our team, who add the seat for your dealership; additional users are an add-on to an active subscription rather than a separate plan.

The new person's alerts are silent. The cell 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 in the help center covers every toggle.

When someone leaves, open their record from the Users list and use Delete user; the access is gone from every product at once, and their leads, texts, calls and deals stay in the store's record. When someone changes jobs, change the role 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. 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 the PIN and alerts set, so the first morning is spent selling rather than configuring. Never share a login to save a seat; 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. 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.

What roles can I give a user?

User or Manager when you add them. A User works leads; a Manager runs a team and sees the team's leads and activity. The Master Administrator is the account owner's seat, which owns Billing & Admin and already exists on the account.

Does adding a user cost extra?

Plans are priced by plan rather than by seat, so a Manager adds a new hire without a purchase decision. If the Users page offers Send Request, the account has reached the users its plan carries and our team adds the seat as an add-on.

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

No. One login opens the desktop CRM, the phone app, SecureWebX, Inventory Link and the My LeadLocate account portal. Removing the user in User Management removes that access everywhere.

How do I remove someone who left?

Open their record from the Users list in User Management and use Delete user. Their leads, conversations, call recordings and deals stay in the store's record; only the access goes.

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.