🔑 User Roles & Permissions: Managing Your Team in Shape 🔑

Effectively managing user roles and permissions in Shape CRM ensures your team members have the right level of access to perform their tasks while maintaining data security and workflow efficiency. Shape provides customizable role-based access, allowing admins to fine-tune permissions according to organizational needs.

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🚀 User Roles & Permissions in Shape CRM

Shape CRM comes with predefined user roles, each designed to ensure the right balance between access and security. Below is an overview of available user roles:

👑 Admin (Full Access)

✔ Full control over all settings, reports, and user management
✔ Can view and edit all records
✔ Highest permission level – recommended to have just one system administrator

📈 Director (High-Level Management)

✔ Oversees multiple teams and can track performance
✔ Access to broader settings than managers but less than an admin

📊 Manager (Team Leader)

✔ Manages a team of users and monitors performance tracking settings
✔ Can view and edit their own assigned records plus their team’s records
✔ Limited settings access

📝 Standard User (Day-to-Day Operations)

✔ Access to all daily CRM functions (e.g., managing leads, sending emails)
✔ Can only view and edit assigned records
✔ Minimal settings access (prevents unauthorized system changes)

🌐 Member User (External Users)

✔ Restricted to essential functions
✔ Typically assigned to external stakeholders or partners

🔒 Portal User (Lite License)

✔ Lower-cost license for users processing applications & updating assigned records
✔ No full CRM access – ideal for limited-function users

📌 Best Practice: Assign roles based on minimum required access to ensure security and prevent unauthorized system modifications.

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🔑 How to Add & Manage Users in Shape CRM

👤 Adding a New User

1️⃣ Go to Settings ⚙️ > Manage Users
2️⃣ Click "Add User"
3️⃣ Enter user details (name, email, phone, etc.)
4️⃣ Select the appropriate role
5️⃣ (Optional) Assign a Shape phone number for calling & texting
6️⃣ Click Save – Shape will send an invitation email with login credentials 📩

📌 Important:
🔹 Assigned Shape phone numbers become the Caller ID for calls & texts
🔹 Incoming calls forward to the user’s personal phone (if specified)

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🔄 Modifying User Roles & Permissions

1️⃣ Navigate to Settings > Roles & Permissions
2️⃣ Select the role you want to modify
3️⃣ Adjust permissions for specific features like:
✅ Reporting
✅ Automation
✅ CRM Access
4️⃣ Click Save Changes to apply updates

📌 Best Practice: Regularly review user roles to ensure team members only have the access they need.

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🛑 Deactivating or Removing a User

✔ Deactivate: Removes access while preserving historical data
✔ Remove User (⚠ Data loss may occur)

📌 Best Practice: Deactivate users instead of deleting them to retain data history.

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🔧 Advanced Permission Settings in Shape CRM

🔹 Record Visibility by Role

✔ Define who can view or edit records in the system
✔ Restrict visibility based on teams, departments, or role level

🔹 Settings Page Access by Role

✔ Prevent unauthorized system-wide changes
✔ Limit access to high-level settings pages

⚠ Best Practice: Avoid granting too many users admin-level permissions to ensure system integrity.

🔹 Record Assignment Capabilities

✔ Choose who can assign or reassign records
✔ Adjust these settings via "Record Assignment Permissions"

📌 Example: Prevent Standard Users from reassigning leads to avoid incorrect data distribution.

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⚙️ Adjusting User-Specific Settings

From the Active Users tab, admins can:
✔ Change a user’s role, department, or teams
✔ Enable/disable portal access (if purchased)
✔ View last login details
✔ Log in as another user (Admin Only)
✔ Edit or delete users

🔹 User Settings Tab (Toggle Controls)

💡 Fine-tune user-specific permissions:
✅ Lead Acceptance – Turn on/off ability to receive new leads
✅ Calling Capabilities – Enable/disable call functions
✅ Local Presence – Allow local area code display for outbound calls
✅ Call Monitoring – Enable/disable listening to live calls for training
✅ Set Users as Inactive – Prevent access without deleting users

📌 Best Practice: Disable inactive accounts to prevent unauthorized access.

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🔍 Best Practices for User & Role Management

✅ Grant Minimum Access – Avoid unnecessary admin privileges
✅ Review Permissions Regularly – Ensure team members have appropriate access
✅ Use Audit Logs – Track changes to user roles for security

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📩 Need Help? Contact Support!

If you have questions or need assistance, reach out to Shape Support at [e-mail].