User Roles and Permissions for Dealership Teams

A dealership is a salesperson, a manager and an owner, each needing a different view of the same store. In LeadLocate a manager checks exactly what each person can open, in about a minute.

Most dealership software sorts people into a few fixed roles and lets the role decide what they see. LeadLocate CRM does it person by person. Every page and tool in the CRM has its own checkmark on the Access Control card in each person's profile, and a manager checks the ones that person needs: Leads and Messaging for a salesperson, Desking for the finance office, Reports and Lead Targeting for the internet director, and so on down the card.

The job title on a profile is a label for the team, nothing more. A sales manager can have less access than a senior salesperson, or more, because the card decides, not the title. That matters in a real store, where the closer who also runs the weekend desk needs Whole Team View on Saturday and the new sales manager does not need Billing & Admin in week one. The LeadLocate CRM is built so that each person's card says exactly what they can open, and nothing is hidden behind a role name nobody remembers choosing.

A new salesperson starts at nine. Before he sits down, the sales manager opens User Management, clicks Add a User while the account has a user license free, and the CRM texts and emails him his sign in. She opens his profile, gives him the job title Sales Consultant, turns on the notifications she wants him to get, texts and new leads on his phone but not every email, sets his Quick Access PIN, and points his default file folders at Customer Handouts and Inventory. On his Access Control card she leaves Leads, Contacts, Messaging, Calendar, Calls and Desking checked and unchecks Reports and the DNC Blacklist page for now. He installs the phone app, signs in once, and is texting leads by ten.

The same afternoon a BDC agent gives notice. The manager switches her off in User Management and hands her open leads and tasks to a successor, so nobody's callback falls through the floor. Her sign in is gone from the desktop CRM, the phone app, SecureWebX, Inventory Link and the account portal together, because there was only ever one login to remove. Her texts are still in each customer's conversation and her call recordings are still on the calls, with her name on them, because the work belonged to the store.

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User Management sits in the Billing & Admin menu of the desktop CRM, next to DNC Blacklist, Automated Templates, Follow Up Processes, Voicemail Drop Files, Lead Targeting and Account Settings. The Users table lists each person by name, email and job title. Click Edit on a row and the Edit User page holds the profile, the notification settings, the Quick Access PIN and the Access Control card.

The card is a tree of checkmarks. Uncheck a page and everything inside it follows, so turning off Account Settings also turns off the Trash Bin button that lives there. To give five new BDC agents the same setup, a manager sets one card and uses Apply to Multiple Users. The LeadLocate mobile app follows the same card, so a page unchecked on the desktop is missing from their phone menu too. And the account portal, My LeadLocate, has an access page that shows which people can launch the CRM, Inventory Link and SecureWebX.

• Pages: Workspace, Leads, Contacts, Desking, Inventory, Messaging, Calendar, Email, Calls, Files and Website, each on its own line.
• Tools and Settings: DNC Blacklist, Automated Templates, Follow Up Processes and AI Follow-Up, Voicemail Drop Files, Lead Targeting, User Management, Access Control, Account Settings, Trash Bin, Reports, and Billing & Admin.
• Applications: My Office, Marketing Tools, the Referral Program, Design Studio, Team Chat, the My Inventory and SecureWebX buttons, and the AI Assistant on the bottom bar.
• Team and Data: Whole Team View, which lets a person see and work the whole team's calendars, workspace tasks, reports, deal chats and Trash Bin records instead of only their own, and Sensitive Customer Data, which shows details such as a business EIN on the customer profile.
• Communication Buttons: Send a Text, Make a Call and Send an Email, the quick buttons on every page.

Two checkmarks do the work that a manager title does in other systems. Whole Team View decides who sees the floor rather than their own book, and it is the same switch that lets a manager see everyone's queue in scheduled messages. Access Control decides who may change other people's cards.

Nobody changes their own access. A person can always open their own profile to update their signature, phone, password and notifications, even with User Management unchecked, but their own card is view only. Changing someone else's card takes the Access Control checkmark, which sits under User Management, so the store decides exactly who manages access.

The CRM also keeps a store from locking itself out. On an account with one user, that person has full access. On a team, the last person holding both User Management and Access Control keeps them until someone else has them too, and the CRM refuses to switch off that last person. A new user added while someone already manages access starts without User Management, Access Control and Billing & Admin, so a manager hands those out on purpose rather than by accident.

The Access Control card decides where a person can go. The per user settings decide whether they like working there. Notification toggles are set on each profile: which events notify them, on which device, with which sound, so a rep who lives on the phone gets texts and new leads there and the manager who lives at the desk gets on screen alerts. The lead notifications and alerts page covers the choices.

The Quick Access PIN is a short code per user for getting back into the CRM and the phone app quickly at a shared desk or on the lot. Default file folders point each user at the part of the file library they use, so the Files menu opens where their work is. Each user also records their own voicemail greeting, and each user is a name a manager can put on the Forward Calls To ring list, so the phone rings the people who are actually on the floor.

A user added in User Management is a user everywhere. Ecosystem single sign on means one login launches the CRM, Inventory Link, SecureWebX and the account portal, so the finance manager opens the credit application console from the SecureWebX button on the dock without a second username. The salesperson who needs to add a photo to a unit opens Inventory Link the same way. The phone app adds biometric login on top, and the account portal adds passwordless login by magic link or text message. The single sign on page covers that side in detail.

The practical consequence is that adding or removing a person is one act, done once, in one place. A store that has ever found a former employee still had a working login to the inventory tool six months after leaving knows what that is worth. It also means the roster the owner sees in My LeadLocate, the users a manager sees in User Management, and the people a rep sees in Team Chat are the same list.

Fixed roles, first. A three role system looks simple until the store has a person who fits none of them: the finance manager who also works internet leads, the porter who checks in customers, the owner's assistant who runs reports but should never touch the DNC list. Role systems answer with a custom role, a vendor ticket or a shared login. A checkmark per page answers it in the time it takes to click.

Second, the support ticket. In a lot of dealer software, adding a user or changing what they can see is a request to the vendor and a wait. In LeadLocate a manager does it in User Management while a license is free, and the Add a User window sends a request for more licenses when every license is in use. Each plan includes a login to start, more users are an add-on, and the parts of the cost are explained on the pricing page.

The third cost is quieter: the shared login. When people share a sign in, every text, call and deal is attributed to a name that is not the person who did it. One login per person, each with its own card, keeps the reports, the communications log and the call recordings meaning what they say.

The compliance value of access control is that every person has their own identity, set to what their job needs, and that the identity can be switched off once. When a text goes out under a rep's name, when a call is recorded on a rep's softphone, when a customer deal page is shared from a rep's desk, the CRM knows who did it, and activity reporting shows it by user. That record is what a store needs when a customer disputes what was said, when a manager reviews a conversation, or when a regulator asks how the store handles do not call requests.

Least access matters as much as identity. The person who books service appointments does not need Sensitive Customer Data, and the marketing assistant who sends bulk texts does not need Desking. The customer information itself sits in the Customer Profile with personal information encrypted, and the DNC Blacklist with its live do not call lookup applies to every user, whatever their card allows them to open.

Access control works from the first login. On a single user account the owner has every page. As the team grows, the first manager opens User Management, adds each person, and sets each card: the salespeople with their pages, the BDC with Messaging, Calls and Calendar, the managers with Whole Team View and Reports. The step by step guide to adding users and setting their access shows the clicks, and the handover guide covers the day someone leaves.

Pair it with round robin assignment and distribution lists, which decide who gets which lead once the people exist. Pair it with the Forward Calls To ring list, built from the same users. If you would like to see a store being set up before you sign up, the pre-recorded live demo shows the CRM in use, and the contact page reaches a person who can talk through how a store your size usually sets up access.

Does LeadLocate CRM use fixed user roles?

Permissions come from each person's Access Control card, not from a role. A manager checks the pages, tools and apps each user can open, and the job title on the profile is a label only, so two people with the same title can have different access.

Where do I add a user or change what they can open?

In User Management, under Billing & Admin in the desktop CRM. Add a User creates the login; Edit on a person's row opens their profile, where the Access Control card, notification toggles, Quick Access PIN and default file folders live.

Can a manager have less access than a salesperson?

Yes. Access follows the checkmarks on each card, so a store can give a senior salesperson Whole Team View and Reports while a new manager starts with less. Whoever holds the Access Control checkmark sets the cards.

Can I change my own access?

Your own Access Control card is view only for everyone, by design. Another person who holds the Access Control checkmark changes it for you, and you can always update your own signature, phone, password and notifications.

Does adding a user cost extra?

Each plan includes a login to start, and more users are an add-on. While the account has a user license free, a manager adds the new hire in User Management right away; when every license is in use, Add a User sends a request for more. The pricing page explains the cost parts.

Does a user need separate logins for SecureWebX and Inventory Link?

No. Ecosystem single sign on means one login launches the CRM, Inventory Link, SecureWebX and the My LeadLocate account portal. Switching a user off in User Management removes that access everywhere.

What happens to a salesperson's leads and texts when they leave?

They stay in the CRM. When a manager switches the person off, their open leads and tasks go to a successor, or the person is marked Temporary leave, and their conversations, recordings and deals keep their name and history.

User Management and access control are part of LeadLocate CRM on every plan, month to month. See a store being set up in the demo, or ask us how a dealership your size usually sets up access.

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