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Adding new users to your CRM and managing existing users

Give your team access to GoodCRM as Admin or Standard users, and manage tutor and member logins.

Written by Nimishi Ilango-Lyon

When you're ready to collaborate with your team, you can give them access to your CRM.

As long as you have two or more seats on your plan, you can add and remove access for different people whenever you need.

Before you start

When you're ready to work with your team, you can give them their own login to your CRM. This guide shows you how to add a new user, send them an invite, change what they can access and remove their access when they leave.

  • Each CRM user (Admin or Standard) uses one seat on your plan. You can see how many seats you've used under Tools & Settings ā†’ Users.

  • Your team member needs to be saved as a Person in your CRM before you can make them a user.

  • It takes about five minutes.

šŸ“ Admin access needed: You need admin access to GoodCRM to add, edit or remove users. If you can't see Users in Tools & Settings, ask an admin in your organisation.

šŸ’” Tip: If all your seats are in use, you'll need to free one up or add more seats to your plan before you can add someone new. If you need to add more users, you can contact [email protected].

Step 1: Add your team member as a Person

If your team member is already saved in your CRM, skip to Step 2.

  1. Click the People icon in the top menu.

  2. Click the + Add person button.

The People page with the People icon in the top menu and the + Add person button outlined

  1. Enter their First name, Last name and Email, plus any other details you want to store.

  2. Click Save at the bottom of the form.

The Add Person form with the First name, Last name and Email fields outlined

šŸ“ Note: Use the email address your team member will log in with. Their invite is sent to this address.

You can also add a person from anywhere in your CRM by clicking the + icon in the top-right corner and choosing Add person.

Step 2: Go to Manage users

  1. Click the profile icon in the top-right corner and choose Tools and Settings.

    The profile menu in the top-right corner with Tools and Settings outlined

  2. Under System settings, click Users. You can also click Users in the menu on the left.

The Tools & Settings page with the Users card and the Users link in the left-hand menu outlined

What's on the Manage users page?

The Manage users page has three sections:

  • CRM Users: people who can log in to the main CRM. They're split into Admin users and Standard users, and each one counts towards your seats. Total CRM Users shows how many seats you've used.

  • Tutor access: people who can see event registers and participants only. These users don't count towards your seat count.

  • Member access: people who can make changes to their own details through the membership portal.

The Manage users page showing the CRM Users and Tutor access sections, with Total CRM Users outlined

Step 3: Add a new CRM user

  1. In the CRM Users section, search for and select the person you added in Step 1.

  2. Click 'Invite CRM User'.

  3. Choose their User Type: Admin or Standard. See 'What are User Types?' below.

  4. Click 'Save' to add them as a user.

Send the new user their invite

New users now log in through our secure login service. The WorkOS column shows Not set up until they've accepted their invite and logged in for the first time.

  1. Find the new user in the list.

  2. Click the Send invite button (the paper plane icon) next to their name.

They'll get an email with a link to set up their login. Once they've done this, their WorkOS status changes to Provisioned.

šŸ“ Note: The MFA column shows Unknown until the user has logged in for the first time.

Manage existing users

Each user has a row of buttons on the right. Hover over a button to see what it does.

A CRM user row with the WorkOS and MFA status labels and the Edit user, Remove access and Send password reset buttons outlined

  • Edit user (pencil icon): change their details or User Type.

  • Remove access (bin icon): take away their login.

  • Send password reset (key icon): email them a link to reset their password. This shows once they've set up their login.

  • Send invite (paper plane icon): send or resend their invite. This shows if they haven't set up their login yet.

What do the status labels mean?

  • WorkOS: Provisioned: the user has set up their login.

  • WorkOS: Not set up: the user hasn't accepted their invite yet.

  • MFA: No MFA: the user hasn't turned on multi-factor authentication.

  • MFA: Unknown: the user hasn't logged in yet, so we don't know.

šŸ’” Tip: To keep your data safe, you can manage multi-factor authentication under Tools & Settings ā†’ Security.

Change a user's User Type

  1. Click Edit user (the pencil icon) next to their name.

  2. Choose the new User Type from the dropdown.

  3. Click Save.

Screenshot of the Manage users section. There is a purple circle around the 'Edit' button next to the first user

Screenshot of the System access settings for a user. There is a purple circle around the user type dropdown field.

Remove a user's access

  1. Click Remove access (the bin icon) next to their name.

This removes their login to the CRM but keeps their Person profile and all their data. It also frees up their seat. You can give them access again at any time by following the steps above.

āš ļø Warning: Remove access as soon as someone leaves your organisation, so they can no longer see your supporters' personal data.

šŸ“ Note: If the bin icon is greyed out, you can't remove that user. For example, you can't remove your own access.

What are User Types?

When you add a CRM user, you can give them Admin or Standard access. Both types use a seat on your plan.

Admin users

Admin users can access everything in your CRM. There are no limits on the data or settings they can see, and they can add or remove other users.

Standard users

Standard users can work with your data but can't change key settings. They can't:

  • Manage custom fields (including fields on record forms)

  • Manage forms (including copying and adding record forms)

  • Manage tags

  • Access Apps & Integrations settings

  • Manage users (including user types)

  • Access payment settings

  • Access email settings

  • Access branding settings

All users with either Admin or Standard access will require a paid seat as part of your subscription.

Give tutor access

Tutors can see event registers and participants, but nothing else in your CRM. This is useful for freelance tutors or session leaders who need to take registers.

  1. Add the tutor as a Person (see Step 1).

  2. On the Manage users page, go to Tutor access.

  3. Search for and select the person in the dropdown.

  4. Click Give Tutor Access.

  5. Click Send invite (the paper plane icon) next to their name in Tutor Logins so they can set up their login.

The Tutor access section with the person dropdown, the Give Tutor Access button and the tutor's Edit, Remove access and Send invite buttons outlined

Member access

The Member access section lists people who can log in to the membership portal to update their own details. Use Search members by name or email to find someone, then click the pencil icon to edit their login.

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