Add your team members
Your Intellivizz CRM subscription includes 25 user seats. Each user gets their own login, calendar, conversation history, notification preferences, and activity tracking. Adding the team early lets everyone log in, install the mobile app, and start training before launch — instead of scrambling on go-live day.
This article covers inviting users, picking the right role for each person, and the most common permission missteps to avoid.
Step-by-step
1. Make a list of who needs access
Before you start clicking, write down everyone who needs an account and what they'll do. The most common roster:
Owner / business manager — needs Admin role
Office manager / operations lead — Admin or Standard depending on responsibilities
Front-desk / receptionist — Customer Service role
Sales reps / account executives — Standard role
Accountant / bookkeeper — Read-Only or Billing-only
Marketing manager — Standard with Marketing permissions
2. Open the Users page
67. Go to Settings → Team
68. You'll see a list of current users (just you, at first)
69. Click "+ Add User" in the top-right
3. Invite each user
70. Enter their first name, last name, and email
71. Choose a role from the dropdown (see role reference below)
72. Optionally assign them to specific calendars, pipelines, and phone numbers
73. Click "Send Invite" — they'll get an email with a magic-link to set their password
74. Repeat for each team member
4. Verify they can log in
Wait until each user has clicked their invite link, set a password, and logged in. Then back in Settings → Team, you'll see their status change from "Invited" to "Active." Until they activate, they can't receive notifications or be assigned to leads.
Role reference
| Role | Can do | Cannot do | Best for |
|---|---|---|---|
| Admin | Everything: settings, billing, all data, integrations, users | - | Owners, business managers, primary operators |
| Standard | Conversations, contacts, calendars, opportunities, workflows | Billing, user management, integration | Most staff: sales, account managers, marketing |
| Customer Service | Conversations and contacts only | Workflows, settings, billing, integrations | Front desk, receptionists, support team |
| Read-Only | View everything, modify nothing | All write operations | Auditors, accountants, oversight roles |
TIP — Start with fewer Admins than you think
It's tempting to make every senior staff member an Admin. Resist. Admins can change billing, delete data, and modify integrations — a single misclick can have huge consequences. 1–2 Admins is enough for most businesses up to 25 users. Bump people to Admin only when you genuinely need them to perform Admin tasks.
Worked examples
Worked example: Solo dental practice with 4 staff
Dr. Patel (Admin) — owner; full access for billing, integrations, settings.
Office Manager Sara (Admin) — trusted #2 who handles A2P, billing questions, integrations.
Hygienist Lin (Standard) — needs to see patient appointments and message reminders, but not billing.
Receptionist Tom (Customer Service) — inbox, contacts, calendar bookings.
Bookkeeper Joan (Read-Only + Billing access) — sees invoices and revenue reports, can't modify patient data.
Worked example: 6-agent real estate brokerage
Marco (Admin) — broker/owner.
Marketing manager Beth (Standard with Workflow permissions) — builds nurture sequences and review-request workflows.
5 agents (Standard) — each gets their own pipeline view, calendar, and assigned phone number.
Bookkeeper (Read-Only) — monthly reporting only.
Note: Marco assigns each agent only to their own pipeline so they don't see colleagues' deals — this is configured under Settings → Team → [user] → Permissions → Pipeline Access.
Troubleshooting
| Symptom | Likely cause | What to do |
|---|---|---|
| Invitation email never arrived | Spam filter, typo in email, or email rejected by recipient server | Check Settings → Team for the user's status; click Resend Invite; ask user to check spam |
| User says they can't see something I expect them to | Role too restrictive, or specific permission not granted | Settings → Team → [user] → Permissions; review the permission they need; bump role or grant specific permission |
| Accidentally invited the wrong person | Typo in email or wrong person | Click the invitation row → Revoke. They can't use the link anymore. Re-invite the correct person. |
| User left the company — how do I remove them? | Need to deactivate without losing their data history | Settings → Team → [user] → Deactivate (NOT Delete). This preserves their conversation history and assignments while cutting off access. |
| Need to transfer a deactivated user's leads to someone else | Their assigned contacts/opportunities still tagged to them | Use Bulk Reassign: Contacts → filter by assigned-to=[old user] → Bulk Actions → Reassign to [new user] |
| User says 2FA is locked them out | Phone replaced, no backup codes | Admin can: Settings → Team → [user] → Reset 2FA. They'll re-set up 2FA on next login. |
| Out of seats — can't add more users | Hit the 25-user limit | Email [email protected] for additional seats; or deactivate inactive users to free up seats |
Success criteria
Every team member has been invited via email
Each user has activated their account and logged in at least once
Each user has the correct role for their responsibilities
Owner / Admin role is limited to 1–2 trusted people
Bookkeepers and auditors have Read-Only or Billing-only access
Inactive users (former staff, etc.) have been deactivated, not left as Active
