Managing Users

Users are specific persons or teams that you can add to your account to view and interact with your call data. Different user types have different privileges, like login access, as well as editing and creating tracking numbers and settings.

Use this articles to learn how to:

  • Add a new user to your account.
  • Promote a user so they have more account-wide permissions
  • Invite an existing user to a new company you’ve created
  • Delete a user from your account.

Getting Started

Before adding a new user to your account, decide which type of access they should have to your data. Here's an overview of the permissions associated with each user type:

  Admin Manager Reporting Notification
Receive notification and summary emails. screenshot_1551.png screenshot_1551.png screenshot_1551.png screenshot_1551.png
Login access to review call recordings, reports, and Lead Center. screenshot_1551.png screenshot_1551.png screenshot_1551.png  
Ability to tag calls, make notes, and mark calls as qualified leads. screenshot_1551.png screenshot_1551.png screenshot_1551.png  
Access to setup and disable integrations. screenshot_1551.png screenshot_1551.png screenshot_1551.png  
Create, edit, or disable tracking numbers and call flows. screenshot_1551.png screenshot_1551.png    
Create, edit, or disable users of equal or lesser access. screenshot_1551.png screenshot_1551.png    
Create and disable companies. screenshot_1551.png screenshot_1551.png    
Activate and edit white label settings. screenshot_1551.png      
View invoices, update credit card information, or change pricing plans. screenshot_1551.png      
Access "Bulk Enablement" tools screenshot_1551.png      
Close or suspend an account. screenshot_1551.png      

 

Video Tutorial

Here's a video tutorial that will guide you through creating a new user and notification:


(Administrators) Add a User

Use these instructions if you're an administrator adding a new user to your account. Once you’ve added them to your account, you can easily assign them to receive company summary emails, as well as call and text notification emails.

  1. Click the account drop-down at the top of the page, then click Manage Account.

    manageaccount.png

  2. Select your Users from the left menu.

    Users.png


  3. Click + Add User at the top of the page.

    screenshot_575.png

  4. Choose the type of user you’d like to add.

    screenshot_1053.png

  5. Fill in the new user's first and last name, as well as the email address they should use to log into their account. Then, click Next: Companies.

    screenshot_1052.png

  6. Select the companies this user should have access to. If you're creating a Notification user, you'll click Create User to finish the user creation process. For every other user type, you'll click Next: Password

    screenshot_1050.png

  7. Choose the invitation type. If you select “Email the user login instructions,” they’ll receive an email that contains a link where they can create their own password. If you're adding an administrator to your account, you can also click the checkbox to allow this new user to receive invoice emails. Finally, click Create User.

    screenshot_1054.png

  8. Once you've created your new user, you can choose one of the suggested next steps, or click Return to Users to close the pop-up.

    screenshot_1055.png

(Managers) Add a User

Use these instructions if you're a manager with access to only specific companies. Once you’ve added users to your companies, you can easily assign them to receive company summary emails, as well as call and text notification emails.

  1. Choose the company where you'd like to add your new user.

    all_companies.png

  2. Select Users from the left menu.

    Users.png

  3. Click + Add User at the top of the page.

    screenshot_575.png

  4. Choose the type of user you’d like to add.

    screenshot_1046.png

  5. Fill in the new user's first and last name, as well as the email address they should use to log into their account. Then, click Next: Companies.

    screenshot_1047.png

  6. Select the companies this user should have access to. If you're creating a Notification user, you'll click Create User to finish the user creation process. For every other user type, you'll click Next: Password

    screenshot_1050.png

  7. Choose the invitation type. If you select “Email the user login instructions,” they’ll receive an email that contains a link where they can create their own password. Finally, click Add User.

    screenshot_1051.png

  8. Once you've created your new user, you can choose one of the suggested next steps, or click Return to Users to close the pop-up.

    screenshot_1045.png

Promote a User

Any administrator can promote an existing user within an account. Managers can promote any existing user in a company that they’re assigned to. This will give the user more permissions and access to account information, depending upon the user type they're promoted to.

  1. Click the account drop-down at the top of the page, then click Manage Account.

    manageaccount.png

  2. Select your Users from the left menu.

    Users.png

  3. Find the user you'd like to promote. Click the Gear icon, then select Edit User.

    screenshot_590.png

  4. On the right side of the page, choose one of the buttons that promotes the user to the role of your choice.



  5. A pop-up will appear that explains what this user will have access to once they're promoted. Click the first button to Promote once you've read and understood their permissions.

    screenshot_591.png

  6. If you're promoting a Notification user, they'll now have login access to your account. Select their invitation type so they'll have login access to the account, then click Promote User

    screenshot_592.png

Invite a User to a New Company

If you’ve created a new company in your account, and you’d like to give certain users access to it, you can invite them through that company’s user management page. Once you've invited them to the new company, they’ll be able to access it automatically without having to make any changes to their account. Only administrators are able to create new companies and invite users to them.

  1. Click the account drop-down at the top of the page, then click Manage Account.

    manageaccount.png

  2. Select your Active Companies from the left menu.

    Screen_Shot_2017-10-25_at_1.50.46_PM.png

  3. Find the company where you'd like to add a user. Click the Gear icon, then select Edit Users.

    screenshot_584.png

  4. Select Invite User at the top of the page.

    screenshot_593.png

  5. Click the + on the right side of the page for each user you’d like to add to your new company.



Delete a User

An administrator can remove any user from your account. Managers can remove any user within a company they’re assigned to. Once a user has been deleted, they will no longer have access to the account, alerts, or emails configured for their username.

  1. Click the account drop-down at the top of the page, then click Manage Account.

    manageaccount.png

  2. Select your Users from the left menu.

    Users.png

  3. Select the Gear icon for the user you'd like to remove, then click Delete User.

    screenshot_596.png

  4. Click OK to confirm you’d like to delete this user.



  5. A green bar will appear at the top of your page to confirm the user has been removed.

    screenshot_597.png

FAQs

Can I demote a user?

There’s not a way to demote a user; however, you’re able to delete and then add them back to your account as your preferred user type.

Can I resend an invite to a user I've added to my company?

Yes. Invites can be resent by navigating to the invitee in the Users screen and clicking the Gear icon shown in the instructions above.

I'm getting an error that says this user is already in CallRail's system. How can I fix this?

If you're trying to add a user whose email address is associated with another CallRail account, you have two options for remedying this:

  1. If they do not need access to the other CallRail account: Ask the user to contact the admin for the account where their email address is currently being used, and request that their email address is deleted from that account.
  2. If they need to retain access to the other CallRail account: Ask that user to request access to your account using these instructions:

    Request Access to Another Account
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