When your CRM account is integrated with Access Evo, user management becomes centralized through the Access Evo platform. This integration provides enhanced security and streamlined access across multiple Access Group products. This guide explains how to invite new users, manage existing ones, and help users access their accounts.
Access Evo serves as a central authentication hub for all Access Group products. When integrated, all user logins and account management are handled through Access Evo, providing single sign-on capabilities and centralized security controls across your organization's Access products.
Invite new Users
Even if someone is already a Member in your Access Evo organization, they must be specifically invited to CRM to gain access to the application. This ensures proper role assignment and security permissions within CRM.
CRM invitation process
Log in to Access Evo, click on the "access" button in the top left, and go to Products > CRM.
From CRM's main menu, navigate to Settings > System Settings > Users.
Click the "Invite a User" button in the top right corner.
Complete the required user details:
Email Address (this becomes their login username)
First Name
Last Name
Phone Number
Mobile Number
Job Title
Department
Click the "Invite" button.
The newly added User will now show in the Manage Users list. They will automatically get an invite/activation email to the address specified.
Important: If the new user already exists as a Member in Access Evo, the User Invite's email address must match the Member's email address.
Once completed, the user automatically becomes a Member in your Access Evo organization (if they aren't already) and gains User status in CRM. However, the User will not automatically be invited to the other Products accounts your Access Evo organisation has, as they're managed independently.
Managing User Roles and Members
User Roles in CRM
CRM's User roles determine what features and functions each user can access.
To manage role permissions for users in the CRM:
Navigate to Settings > System Settings > Users.
Click on the "Show Details" field for the specific user.
Update the User's Organisation Access & Permissions accordingly.
Managing Members in Access Evo
For broader organizational management, use Access Evo's Member management tools. The Role Permissions allocated to a user within CRM directly are not affected by the permissions set for the same user in Access Evo.
To access Member management:
Navigate to Access Evo; if you're in CRM, click on the "access" button in the top left, and go to Products > Access Evo.
Click your name dropdown in the top right and select "Member"
Use the "Members" tool to manage:
Product access permissions.
Access Evo member roles.
Password policies.
Two-factor authentication settings.
Login Processes
After migration to Access Evo, all CRM logins are processed through Access Evo's authentication system. This provides enhanced security and single sign-on capabilities across all Access products.
Log in via CRM
Navigate to the CRM login page.
Enter your email address and select Next.
You'll be redirected to Access Evo's login page with your email pre-populated.
Enter your Access Evo password and select Sign In.
CRM will open.
Log in via Access Evo
Navigate to Access Evo's login page.
Enter your email address and select Next.
Enter your Access Evo password and select Sign In.
From your Access Evo Dashboard, click the "access" dropdown in the top left.
Select "Products" then click on the CRM icon.
CRM will open in a new browser tab.
Logout Behavior
Due to the integrated nature of Access Evo, logging out of CRM automatically logs you out of Access Evo and all other connected Access products, and vice versa.
To log out:
From CRM: Click on the 3-dot icon next to your name in it bottom left, and select "Log out".
From Access Evo: Click your name dropdown in the top right and select "Sign out".
Password Management
Since Access Evo handles authentication for all integrated products, password changes must be made through Access Evo to maintain security and single sign-on functionality.
Important Requirements:
Passwords must be at least 10 characters long.
Password changes automatically apply to all linked Access products.
Changing your Password
Navigate to your Access Evo account; if you're in CRM click on the "access" button in the top left, and go to Products > Access Evo.
Click your name dropdown in the top right and select "My Account".
Select "Change Password" and follow the instructions.
Resetting a Forgotten Password
Navigate to Access Evo's login page.
Enter your email address and select Next.
Click "Forgot your password?" under the Password field.
Click "Send Code".
Check your email for a verification code from "noreply@accessacloud.com".
Enter the verification code on the login page.
Create a new password and select "Set my password".
Two-Factor Authentication with Access Evo
Two-factor authentication (2FA) significantly improves security by requiring a second form of verification beyond just your password. While 2FA is disabled by default, enabling it for your Access Members is highly recommended for enhanced data protection.
Enabling 2FA
Navigate to your Access Evo account; if you're in CRM click on the "access" button in the top left, and go to Products > Access Evo.
Click your name dropdown in the top right and select "My Account", or go to https://identity.accessacloud.com/.
Select "Two-factor authentication".
Click "Get started with two-factor authentication".
Choose from three authentication methods:
FIDO2 or U2F Authenticator (Biometric)
SMS Text Messages
Authenticator App
Set up 2FA with FIDO2 or U2F Authenticator (Biometric)
Use fingerprint or built-in biometric features.
Click Add authenticator, enter a name.
Click Add and use your PC pin or fingerprint.
Set up 2FA with SMS Text Messages
Click "Add mobile phone" and enter your number.
Click "Send Code" and enter the received code.
Click "Verify" and save backup codes.
Confirm understanding of backup codes and enable 2FA.
Set up 2FA with Authenticator App
Download an authenticator app ,e.g, Google Authenticator, Authy, or Yubico Authenticator.
Click "Add authenticator app" and follow the on-screen instructions.
Enter the generated code and click "Verify".
Disable 2FA for a user
The domain owner of the Access Evo account, needs to sign into Access Evo.
Select My Account then click Two-Factor Authentication.
Click "Disable for someone else", then enter the user's email address.
Click Save.
If you don't have access to the "Disable for someone else" option, then you need to follow a process for the Access Group to perform the removal of 2FA from the Access Evo user on your behalf:
Raise a new case online in the Access Support Portal, including the following information:
Employee Name
Employee Email Address (as it appears in Access Evo)
The reason(s) for the request
The impacted user must fill in the "Disable 2FA request form".
The director of your Access Evo organisation needs to review and sign the form.
The director must then submit the form to the Support Analyst and Information Security team, with the following statement:
"I confirm that I understand the associated risks related to disabling 2FA for the above individual and fully indemnify Access against any action or breach that may incur as a direct result."
Once the Access Group's Information Security team confirms with Support that 2FA removal for the user has been approved, Support will file a request with our Evo Development team to action the 2FA removal.