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Managing CRM Users
Add your employees as CRM users to log into their Vtiger CRM accounts, access information, and perform tasks accordingly.
R
Ruba
17 May, 2024 - Updated
4 months ago
Table of Contents
Introduction
Users are the employees of your company who use the CRM. Every user has a CRM account with a unique set of login credentials and access to the features included in your plan.User-employee dependency
When you create a user in Vtiger CRM, an employee record is automatically created for the user and the User field is enabled.
However, when you create an employee, no user record is created. Thus, the User field is not enabled.
To learn more about Employees in Vtiger CRM, click here.
Feature Availability
Important Fields in Users
Adding a User
You can add users to the CRM only if you are an Admin user or the CRM account owner.Follow these steps to add a user:
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Click the +Add User button.
- Enter the following information:
- User Information - User’s primary information such as username, password, group, user type, etc.
- Employee Information - User’s work-related name, primary email, department, phone number, etc.
- User Address - User’s address information that includes details such as street, city, state, etc.
- Currency and Number Preferences - User’s currency-related details such as preferred currency, digit grouping pattern, symbol placement, etc.
- Phone Preferences - User’s phone extension number for incoming and outgoing calls
- Business Hours - User’s business hours
- Vtiger Usage Preferences -Other usage-related preferences such as default login page, default record view, etc.
- Signature - User’s signature to be included at the end of emails
- Click Save.
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Identifying user creation Dates
Vtiger displays date fields to help you identify the users you added to Vtiger CRM in the middle of a Billing cycle. This also helps Vtiger CRM generate accurate invoices.
User records will display the following three date fields:
- Created time: Displays the date and time when the user is created in the CRM
- Reactivated On: Displays the date and time the last time the user was reactivated
- Suspended On: Displays the date and time of the last time the user was suspended
You will also be able to generate a new report named - User Summary report with the following information:
- Username
- Status
- Created time
- Suspended On
- Reactivated ON
Email verification of new users
Email verification, in general, helps you clean up your email list by validating email addresses to improve deliverability. By verifying emails in Vtiger, you can avoid spoofing and prevent emails from landing in the spam folder.When you add a user and click Save, a verification email is sent to the email addresses mentioned in the Username and Primary Email fields. Users must click the verification link in the email to be able to send emails from Vtiger.
Changing the Username
If a user’s username is no longer in use, then it can be changed. As an Admin user, you can change the username in a few simple steps.Follow these steps to change the username:
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Hover over the user whose username you want to change.
- Click the More icon.
- Choose the Change Username option.
- Enter the new username and password. Confirm the password.
- Click Save.
- Open the user record with the new username.
- Click the exclamation mark beside the Username field.
- Click the Click here link in the tooltip.
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Click the user record whose username you want to change.
- Click the More icon on the top right corner of the user record.
- Select the Change Username option.
- Enter the new username, password, and confirmed password.
- Click Save.
Changing the Password
As an Admin user, you can change your password as well as other users’.Follow these steps to change the password:
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Hover over the user whose password you want to change.
- Click the Change Password icon.
- Enter the new password and confirmation password.
- Click Save.
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Click the user record whose password you want to change.
- Click the More icon on the top right corner of the user record.
- Select the Change Password option.
- Enter the new password and confirmed password.
- Click Save.
Changing the Access Key
Access Key is a unique security token generated automatically when a user is created. It is used for authentication in REST APIs/Web Services.Follow these steps to change a user’s access key:
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Click the user record whose access key you want to change.
- Click the More icon on the top right corner of the user record.
- Select the Change Access Key option.
- Click Yes to confirm.
Logging in as Another User
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Hover over the user that you want to go in as.
- Click the Log in as (User) icon.
- Click Yes to confirm.
- Choose your preferences such as country, time zone, language, etc.
- These preferences can be changed after logging in.
- Click Finish.
Importing Users
If you have a users’ list on your local computer and you want to add them as users in the CRM, you can simply import the list. Imported users can log in to the CRM after the import is successful, using their username and password.You can import users using two methods.
Alternative 1: Importing users from Settings > Users
Follow these steps to import users into Vtiger CRM:
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Click the Import button located on top of the Users page.
- Upload a CSV file:
- Click Select File from Computer.
- Browse through your computer and select a file.
- Enable the Source file has a header checkbox if your CSV file has a header column.
- Choose the type of character encoding.
- Choose a delimiter. The delimiter separates items in the CSV file.
- Click Next.
- Set up field mapping:
- Map the fields in your CSV file to the CRM fields.
- Click Import.
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Follow these steps to import users into Vtiger CRM:
Step 1: Go to the Import screen
- Log in to your CRM account.
- Click the Main Menu.
- Go to Tools.
- Select Import.
- If you do not see the Import module, contact your CRM admin to enable the module or give you access to it.
- Click +New Import.
- Enter a title for the import process.
- Select the Users module from the Select Module drop-down.
- Select the format of the file you want to import under Select File Format?
- Enable the Has Header checkbox if applicable.
- Note: Headers are column names in your local file. They make mapping column values to CRM fields easy.
- Choose a Character Encoding type.
- Note: Make sure the Character Encoding matches the one selected in the local file.
- Choose a delimiter.
- Note: Delimiter is the character that separates fields in your local file. The CRM identifies different fields with the help of the delimiter.
- Click the Choose file button to select a CSV file to import.
- Click Next.
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- Map Column Name in your local file to CRM Field in the CRM.
- Provide a Default Value for fields.
- Click the Next button.
- Click the Start Import button.
- Click the Finish button.
- You can click the Import More button to import more users.
Exporting Users
Exporting is the process of transferring a copy of data from the CRM to your local computer.Follow these steps to export users:
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Click the Export button located on top of the Users page.
Changing CRM Account Ownership
Follow these steps to transfer account ownership:
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Click the Customize dropdown on the top right corner.
- Select the Change Owner option.
- Select the user to whom you want to transfer the account ownership.
- Click Save.
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Suspending a User
To suspend a user means to temporarily terminate their access to the CRM.Here is what happens when you suspend a user:
- They are marked as inactive.
- They cannot log in to their CRM account.
- New records cannot be assigned to them.
- Billing will stop for the user.
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Hover on the user that you want to suspend.
- Click the More icon.
- Select the Suspend User option.
- Click Yes to confirm.
- Select a user from the Transfer Reports To user dropdown to transfer the reportees to them.
- Enable the Transfer all records checkbox.
- Choose which records you want to transfer by selecting modules from the Select modules field.
- Select a user from the Transfer records to this user dropdown to transfer records to them.
- Enable the Transfer closed records checkbox if you want to transfer closed records as well.
- Click Save.
Reactivating a user
Follow these steps to reactivate a suspended user:- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Click the Inactive Users tab.
- Hover over the user that you want to reactivate.
- Click the More icon.
- Select the Reactivate User option.
- Click Yes to confirm.
Permanently Deleting a User
You might want to permanently delete a user when they no longer use the CRM. However, to delete a user, you must first suspend them.Skip to this section to learn how to suspend a user.
Follow these steps to delete a user after suspending them:
- Log in to your CRM account.
- Click the User Menu on the top right corner of the CRM screen.
- Click Settings.
- Look for the User Management section.
- Select Users.
- Click the Inactive Users tab.
- Hover over the user that you want to delete.
- Click the More icon.
- Select the Delete user permanently option.
- Click Yes to confirm.
- Select a user from the Transfer Reports To user dropdown to transfer the reportees to them.
- Enable the Transfer all records checkbox.
- Choose which records you want to transfer by selecting modules from the Select modules field.
- Select a user from the Transfer records to this user dropdown to transfer records to them.
- Enable the Transfer closed records checkbox if you want to transfer closed records as well.
- Click Save.
Troubleshooting Tips
- You cannot import users of type Single App and Light Agent unless there is a minimum of five Standard users in the CRM.
- Import fails if the User Type and Role Type information do not match. To learn about Roles in Vtiger CRM, click here.
- You cannot import a record (even a lead, contact, or organization) whose owner (specified in the Assigned To field) or co-owner (specified in the Co-owner field) is a user of type Light Agent.
- You cannot map users with Light Agent or Single App roles while importing if there are less than five Standard users.
- A user can report only to Standard and Admin users.
- Users of type Light Agent cannot have subordinate users.
- To change a user with a higher profile to a Light Agent user, you must transfer the records of the user to another user.
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