When creating a CRM user, you get the option to fill out some details about them, including their Role, Phone Number and Department. It's really important to keep this information up to date so that they can be used in document template merge fields. Learn more about these here.
It's really easy to review and change these details within our User Management area.
Prerequisites
You'll need Organisational Admin rights to amend User details
Step 1: Navigate to User Management
To change details for a User, go into their profile within User Management. You can get here by clicking 'Show Details' against the user's name within User Management.
Step 2: Update Details
You then have the option to edit the fields. To edit the User name or email address, click the pencil icon associated with the information. Other fields like Phone Number, Role and Department are free text fields, so simply type to edit.
Editing the User's Name
Once you've edited a User's name, press the green tick to confirm your changes.
Note: Changing the User's name won't change the User's code/initials. These are unique to each User and can't be changed.
Step 3: Save!
Once you've made your changes, press the 'Save' button.
Changing Existing User's Email Address
Amending the User's email address will effectively generate a new login identity and could invalidate their existing email/password combination. Changing the User's email address will also invalidate any PAT tokens they have created.
For any User that uses a CRM email and password to login, they'll have to use the "Forgotten Password" feature to set a new password after changing email address.
For anyone that uses a Single Sign On (SSO) Identity Provider such as a Microsoft Office 365 account, a Google account or Xero, the password is managed by that provider, so their password won't be impacted. The email address supplied to the CRM by that provider will however need to match the SSO email address of the relevant User.
How to manage when a User is taking over an old User
Have a new User who has taken over from an old CRM User? If this is the case, we highly recommend that you don't change the email address of the existing User. This will make it harder for Admins to utilise the Auditing information, and could cause potential security concerns. Best practice is to disable the account of the old User and to create a new account for the new User. If you do this on the same day, your billing won't change.
Need to bulk update companies to the new Account Manger, check out this guide!