User Management

User Management Overview

Welcome to HelloLeads CRM! As a first-time administrator configuring your organization, setting up your team space properly is the key to running smooth sales operations. The User Management module serves as your central command center to coordinate team structures, access rights, and data distributions securely.

This module helps administrators to:

• Add and manage users: Control who enters your workspace dynamically.
• Organize users into Teams: Group individuals to mirror your real-world departments.
• Configure Sales Organization: Align your system layout with geographical territories.
• Define user permissions: Control access parameters and secure your vital business data.
• Monitor CRM usage: Keep track of user engagement and system adoption.
• Control lead assignment: Manage work limits and set up rules based on Capacity and ZIP / postal code data.
• Manage user availability: Prevent customer response delays during team off-hours.
• Deactivate Users: Safely offboard employees while protecting active data pipelines.

The User Management module consists of four major operational sections:

1. Manage Users: Create profiles, edit inline data, and apply operational action parameters.
2. Usage Report: Review analytics logs measuring real-world platform adoption levels.
3. Manage Teams: Organize team members logically into distinct work groups.
4. Manage Sales Organization: Set up structural territories for comprehensive business tracking.

Key Features

Manage Users

The Manage Users section displays all of your organization's user accounts inside an easy-to-read tabular interface, providing instant operational control.

Table View

The central grid shows critical employee metrics at a single glance:

• User Name: The full profile name of the employee.
• Email: Their unique primary system login identifier.
• Mobile Number: Verified communication contact details.
• Team: The specific workspace cluster they belong to.
• Region: Broad sales geographic territory assignment.
• Branch: The local operational office unit they report to.
• Role: System access tier level.
• Status: Current login state (Active/Deactivated).

Add Users

You can quickly add members to your workspace using two straightforward methods:

1. Add Single User

Fill out the straightforward Add User form to manually create a single team member profile right away.

2. Import Multiple Users

Upload a structured Excel spreadsheet to create several profiles simultaneously. The number of users you can import depends on your purchased User credit limit.

Steps to import multiple users:

1. Click the Import Users button from the dashboard menu.
2. Select Download Sample Excel to save the pre-built template to your computer.
3. Open the file and fill out your team members' details exactly as shown.
4. Save the document, use Upload Excel to select your file, and import your batch of users all at once.

Filters

Quickly locate specific team profiles by combining our real-time filter tools:

• Role: Filter down by system permissions like Account Owner, Manager, L1 User, or L2 User.
• Region / Branch / Team: Isolate users working in specific regional or operational groups.
• Search by Name and Email: Type a person's name or contact address to see matching results instantly.

Export Users

Administrators can export the complete active user registry into an Excel document at any time for easy external audits, compliance documentation, or team reporting.

User Actions

Every row in the table contains a More (3-dot) menu button. Click it to open a menu of administrative tools:

• Edit User: Open the detailed profile settings workspace.
• Change Password: Instantly reset employee credentials to keep your account secure.
• Mark as Unavailable: Temporarily pauses automated lead assignments for the user.
• Activate / Deactivate User: Disables system access permissions completely.
• Delete User: Completely removes the user record from your organization's cloud account database.

Edit User

The Edit User area contains a dedicated multi-tab profile manager, allowing you to carefully customize how each team member interacts with the platform.

1. Basic Information

This tab handles the user's primary identity records and system permissions:

• Update core fields including Name, official Designation, system-wide User Role, and active User Status.
• User Availability: Toggle between Available and Unavailable / On Vacation.
• Platform Access Settings: Lock or unlock access to specific device applications (Web, Android, iOS, or HelloDIAL). If you disable a platform, the user will be logged out of that active session immediately, and any unsynced local information will be permanently lost.

2. Key Settings

Map your team profiles into your business structure and set up automated routing options:

• Region, Branch, & Division: Place the user into your sales territory structure. Regions group multiple sales territories together, Branches handle local sales operations, and Divisions represent high-level product lines with their own business goals.
• Product Group / Customer Group: Link users directly to the specific types of inventory or clientele they specialize in.
• Team & Reports To: Assign the user to a functional team group and designate their direct supervisor or manager.
• Lead Handling Capacity: Prevent team burnout by setting clear limits on how many leads a user can handle per day, week, month, quarter, or year.
• Monthly Sales Target: Enter their monthly performance goals to track progress on your management reports.
• Postal Code Based Lead Distribution: Automatically routes prospects by location. Select a rule format (Exact code, Multiple Postal codes, Postal code ranges, or Postal code starts with) and enter the corresponding postal code target criteria.

3. Address Information

Provides fields to maintain accurate physical company address data and local branch office locations for the user.

4. List Access

Control exactly what information this user can view within the CRM account:

• Accessible Lists / Inaccessible Lists: Displays the number and specific names of data lists a user can see. Administrators can adjust these lists at any time to match changing business requirements.
• Leads Accessible / Leads Inaccessible: Shows the exact count of individual contact leads visible to this employee.

5. Additional Actions

Quick action tools located at the bottom of the profile page that allow you to use Change Password, track edits via View Change History, or completely execute a Delete User command.

Activate / Deactivate User

When shifts in your team structure happen, deactivating an entry locks down data access instantly without breaking structural historical assignment trails.

What occurs system-wide upon user deactivation?

• The user is blocked from logging into the Web dashboard or Mobile apps.
• They are automatically logged out of all connected user devices.
• Any local mobile app tracking data that hasn't synced back to core cloud servers is permanently lost.
• The system seat opening becomes free to reassign to a replacement member.

To safely offboard personnel, administrators can choose how to handle outstanding field tasks:

Method 1: Proceed with Transfer

Select a replacement team member from the provided dropdown menu. HelloLeads will automatically migrate all active responsibilities to the chosen user, including:

• Lead Assignment: Re-routes incoming prospect records smoothly.
• List Ownership: Moves core bucket data custody to the target team member.
• To-do Assignment: Migrates pending operational tasks and reminders.

Method 2: Proceed without Transfer

Deactivates the profile context while leaving existing items unassigned.
Note: Third-party active developer integrations will continue pushing new leads into the system based on your current integration layout parameters.

User Availability

Managing operational continuity means accounting for standard leaves, weekend shifts, and sudden sick days. Setting team statuses to either Available or On Vacation / Unavailable safeguards response times from slowing down.

Impact on List Distribution

When a user is marked as unavailable, third-party integrations automatically stop sending them new leads until they return and are toggled back to Available. Arriving prospects are routed based on these list settings:

Assign to Specific User Rule

If a lead arrives matching a rule assigned directly to an unavailable user, the lead will be safely saved into your workspace and marked as Unassigned, surfacing it for team visibility.

Round Robin Rule

The system checks availability in real-time. If an active team member's status is set to On Vacation, the distribution loop passes them by and gives the lead to the next available agent.

Usage Report

The Usage Report gives you a direct look at user adoption trends, helping you make sure your team is fully utilizing the software investment.

The monitoring view breaks down user activity across key columns:

• User: Profile identity being analyzed.
• Usage Category: Classifies user activity into distinct groups:
  • Being Used: Active platform interactions recorded within standard windows.
  • No Usage in Last 21 Days: Inactive users who haven't logged touchpoints.
• Usage Level: Measures daily user interaction volume.

Administrators can search usage reports using keyword queries or click Export to Excel to save the data for executive review.

Manage Teams

The Manage Teams space lets you organize your sales reps into clear groups based on your internal company structure (e.g., Inbound Sales, Outbound Reps, Enterprise Account Executives).

Add Team

• Single Team: Enter a unique team name and click save.
• Multiple Teams: Create several teams at once by entering team names separated by commas (e.g., North Team, South Team, West Team) to build out your structure quickly.

Team Table

The dashboard displays your team structures inside a clear data grid tracking:

• Team Name: The name of the group.
• Number of Users: Total active user count within that team.

Each row features an action menu to Edit or Delete teams, alongside a global search bar and a handy Add New User shortcut to quickly provision new team members.

Manage Sales Organization

The Manage Sales Organization module lets you build a clear operational hierarchy, making it easy to model complex enterprise sales territories inside HelloLeads CRM.

The structural hierarchy is built on three main tiers:

Region

The highest regional level. Regions group multiple sales territories together for high-level sales management, tracking performance across major geographic areas.

Branch

The local operating units. Branches handle day-to-day sales and customer service within a specific Region, representing local offices or city hubs.

Division

Specialized business units or product lines operating within a branch, each running toward its own revenue goals and led by dedicated managers.

Frequently Asked Questions