Within Prospect CRM, not only can you set up users, but you can also set up individual permissions based on the user's responsibilities. This article will show you how to set up new users and configure their Prospect CRM permissions.


  • You'll need Prospect CRM Administrator rights to create users and amend user permissions

Step 1: User Admin Section

To manage the users of your system, click here to go to the Admin section of Prospect CRM.

Step 2: Add New Prospect CRM User

To create a new user, simply select ‘Add User’ on the right-hand side. This will then allow you to enter information about the new user. Please note: it's important to ensure that the information is entered correctly, especially the email address, as this will be used to send the invite to them for the CRM.

Once happy with the details entered, click the 'Invite User' button and an email will be sent to the new user, letting them know they've been set up with access to Prospect CRM.

Step 3: Setting Global Access & Permissions

Now that the user has been created, you're able to set certain permissions from the options detailed below.

This section allows you to set the required license for the user, as well as what parts of the CRM and CMS they can administer.

Account – Licensed User: A paid license where the user will have access to all of the options selected under the Roles section. Once selected, this user will be added to your monthly invoice.

Account – Unlicensed User: This is used for an individual who only needs to access the customer portal to view dashboard information, but not use the full functionality of the system.

Account – Disabled: A user who has left the organisation or no longer requires access to the system.

Roles – Content Management (CMS) Administrator: Allows the user to create Sites and publish changes.

Roles – Content Management (CMS) Publisher: Allows the user to publish changes which have been made on Sites. It's also possible to determine which Sites this user has access to.

Roles – Content Management (CMS) Editor: Allows the user access to the CMS to manage Sites, and it's also possible to determine which Sites this user has access to.

Roles – Prospect Administrator: Gives the user the ability to set up new users and roles.

Step 4: Setting Per-Profile Access & Permissions

Account Manager: Ticking this box will set the user as an Account Manager and will then be included in all Account Manager drop-downs within the system.

Email Marketing Login: If the individual is going to be using the Email Marketing integration with the CRM, they'll need to have this ticked.

Customisation Dictionary: Within the CRM, you can group users into particular dictionaries. This can then be used to allow only certain users to view certain information.

User Group: Similar to the above, User Groups can help to split and organise the users of the system. This can be used for reporting purposes to see information only from certain groups of users.

User Signature: Here you can set what default signature this user will have when sending emails via the CRM.

CRM Administrator: Allows the user to update and alter admin tables within the CRM as well as being able to delete records.

CRM Bulk Update: Allows the user to make bulk updates to the records shown in a Report.

CRM Delete: Allows the user the ability to delete records in the CRM.

CRM User: This must be selected for the user to have access to the CRM system.

CRM Print Details: This option will allow the user to print out details of records from the CRM. This is information held about a certain record such as Name, Address, Phone Number etc.

CRM Print Lists: If this option is selected then the user can print any information which is returned from the CRM as either a search or a Report. Furthermore, this will allow a user to export reports to Excel.

Report Authoring: This must be selected if the user is going to be creating custom Reports for the CRM.

Product Manager Administrator: Allows the user to have administrator rights within the Product Manager.

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