How to Manage Account Access in My LeadLocate

Who works in your store changes every month. User Access is the one screen that decides who exists, what each person can open, and who stops having a way in.

1. Sign in as the account admin

   Open your account portal and sign in. Managing users is an account admin job, so if the screen is not on your menu you are signed in as a regular user and need the admin to either make the change or give you the access.

2. Open User Access

   Click User Access. You get the roster: who is on the account, what each person can launch, and when each of them last signed in. Read it out loud once a month. Most stores find at least one person on that list who left in the spring.

3. Add the people who are missing

   Click Add a User and fill in First name, Last name, Email address, Job title and Mobile phone (US), then click Send Request. Use the person's own work email, never a shared one, because that address is how the platform knows who did what.

4. Decide what each person can open

   For each user, choose which applications they can launch: the CRM, Inventory Link, SecureWebX. A receptionist does not need the deal desk and a lot porter does not need billing, and a short list is easier for a new hire to learn than a full one.

5. Take access away the day somebody leaves

   Remove the user from the same screen. The portal asks Are you sure? and you click Confirm. Do it on their last day rather than at the end of the month; their leads, texts, calls and notes all stay on the account, because the history belongs to the store.

6. Keep the account contacts current

   Open Account Settings and use Edit account information to check Account Admin, Account Admin Email and Account Admin Phone. That is who we reach for anything about the account, so it should be a person who is still at the store and still answers.

7. Check your work

   Look at Account Timeline for what has changed on the account, and have one of the users you just added sign in and open My SSO Profile to confirm they see the apps you meant to give them.

You need the account admin sign in for My LeadLocate. Decide two things before you open the screen: who is genuinely still at the store, and what each of those people needs to do their job. A roster you have not read in six months is the most common reason a store has more users than employees.

Have the new people's work emails and mobile numbers ready. Each user gets their own sign in, which is what makes the lead history readable: who texted the customer, who took the call, who booked the appointment. The My LeadLocate page covers the rest of the portal, and the platform overview lists the applications you are handing out.

User Access lists every user with a name, a job title and the applications they can launch, and the invited ones show as waiting until they set their own password. A new hire who has accepted the invite can sign in and see exactly the tiles you gave them, and nothing else. Each person can open My SSO Profile to see their own list.

Access is per person and per application, so one login covers the whole platform without giving anybody the whole platform. That is the part that matters for compliance: customer records, credit applications and secure files are reached by named people whose access you can review any time, and the store can prove who had what. Building that in from the start is cheaper than reconstructing it later.

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

Salespeople need the CRM and the phone app: leads, texting, calls, appointments, inventory. BDC agents need the same plus the inboxes they work. Sales managers add the desk, the reports and the ability to see the whole floor. Your office manager usually needs billing and the file library and no CRM seat at all.

Two rules save a lot of trouble. Give every person their own sign in rather than one login the desk shares, because a shared login makes the lead history useless and takes a real customer conversation out of the record. And review the roster on the first of the month with your general manager: it takes four minutes, it catches the person who transferred to service, and it is the single best habit a store can build around LeadLocate CRM.

User Access is not on your menu. You are signed in as a regular user. Ask whoever is listed as Account Admin to make the change or to give your user the access.

The invite never reached the new hire. Check the address you typed in Email address, then have them look in junk mail. If the email is genuinely wrong, remove the user and add them again with the right address.

Somebody sees an app you did not mean to give them. Open their user, take the application off the list and save. They will see the change on their next sign in, and you can confirm it by having them open My SSO Profile.

A person left and you want their work kept. Remove their access and keep the records. Leads, conversations, appointments and notes stay on the account under the store, so a manager can reassign the customers to whoever takes the desk next.

Signing in without a password, paying an invoice, adding an add-on and downloading your welcome guide all happen in the same portal, described on the My LeadLocate page. Roles inside the CRM itself, which decide what a user sees once they are in, are a separate layer on top of this one.

The LeadLocate Help Center carries the neighbouring guides, and if something on the roster does not look right, open a support ticket from the portal and our team will sort it with you. An access arrangement your dealer group needs that you do not see here is available on request, and our team puts it in production for your dealership.

Who can manage user access?

The account admin. Any other user can be given the access, but by default the admin is the one who adds people, decides which apps they launch and removes them when they leave.

How do I give a new hire access?

Open User Access, click Add a User, fill in their name, work email, job title and mobile number, and send the request. They set their own password from the invite.

What happens to a person's leads when I remove them?

Everything stays on the account. Their leads, texts, calls, notes and appointments belong to the store, and a manager can reassign the customers to whoever picks up the desk.

Can one person have the CRM but not billing?

Yes. Access is set per person and per application, so a salesperson can have the CRM and the phone app while the office manager has billing and the file library.

Named users, per application access and a roster you can review any time come with every plan. See how the account portal works, or ask us to review your roster with you.

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