Add and Manage Account Users

Setting up the right roles and permissions for each team member helps you run a smoother, more secure account. Here's what it does for you:

• Keeps sensitive data secure - contact details, payment information, pipeline data, and more stay visible only to the team members who need them

• Keeps your account tidy - team members only see the menus and features relevant to their role, so they can navigate faster

• Builds accountability - every action taken in your account is tied to a specific team member

• Speed up onboarding - use the Copy Permissions feature to set a new team member up in seconds, instead of building their access from scratch

1. From the Ivorey™ main menu, go to Settings > and click on [Team]

2. Click the [+ Add User] button at the top right corner > on the User Info tab:

   1. Fill in their details, such as their First Name, Last Name, Email address, and Phone number

   2. Under [Advanced Settings], you can set their Password (optional) or leave it blank for them to create their own password

   3. Assign them to any relevant Calendars you have set up (you can add team members to a calendar at any time)

   4. Create their email Signature (optional) or leave it blank for them to create their own

3. Go to the [Roles & Permissions] tab, to approve/deny access to certain functions inside your Ivorey™ account:

   1. Assign their User Role, as either [User] or [Admin]

   2. (optional) Tick the Only Assigned data checkbox if you want this team member to only be able to see data related to assets they are directly assigned to. (e.g. even if you grant them access to Payments, they will only be able to view and manage the payments they are directly assigned to)
      ​
      ​Note: If Only Assigned data is left unticked, the team member will have access to all data for the specific features they have access to (e.g. all Payments, when granted access to Payments).

   3. Use the left-hand panel to navigate to each area or feature of Ivorey™, or search for a specific one > toggle an area ON or OFF to grant or remove access to it altogether > then click the arrow to expand it and tick or untick individual permissions within that area for more granular control
      
      Note: each area shows how many of its permissions are currently enabled, out of the total available (e.g. 2/2), so you can see its access level at a glance without expanding it.

   4. To save time, you can copy an existing team member's permissions. Click the [Copy Permission] button > select the team member whose permissions you'd like to copy > and click [Copy]

4. Click the [Save] button, at the bottom right, before moving on to the next tab

5. When you're ready to invite your new team member to join your Ivorey™ account, click back to the [User Info] tab > and click the [Next] button, at the bottom right (this will trigger the access invite email to be sent to their email address)

6. Repeat the steps for all of your team members
   
   Note: to update a team member's details or permissions, at any time, you can go back into Settings > [Team], and click the ✏ icon on the team member to edit their information.

1. On the [Call & Voicemail Settings] tab, you can set up how calls and voicemails are handled for this team member:

   1. Inbound Number - select a dedicated number for this team member. This isn't required for voicemail or if calls are simply being routed to the assigned user

   2. Forward Calls to - choose where their calls are forwarded: Web App, Mobile App, My Phone Number, and/or Deskphone (SIP)

   3. Default Channel for Ring All and Default Channel for IVR - choose the default channel used for each

   4. Voicemail Messages - upload an mp3 or wav file to play instead of the default carrier voicemail message

   5. Incoming Call Timeout - set how long to wait (20 seconds or less is recommended) before an unanswered call is sent to voicemail

   6. WhatsApp Call Settings - set the Default Channel for WhatsApp Call

   7. Click the [Save] button, at the bottom right

2. On the [User Availability] tab, you can configure the team member’s Schedules:

   1. On the default Work Hours schedule, check how many calendars the schedule is Active on > and set the schedule's Timezone

   2. Under Weekly working hours, set the working days and hours that determine when this team member's availability appears on calendars:

      1. For each day, set a Start time and End time

      2. Unselect a day to mark it as Unavailable

   3. Under Date specific hours, you can override the weekly schedule by marking specific dates/times as available or unavailable (e.g. public holidays, leave, or one-off changes)

   4. Click the [Update User Availability] button, at the bottom right, to save changes
      
      Note: A user’s schedule won’t be applied until they have been assigned to a calendar, or until one has been selected here from the Active on drop-down.

   5. (optional) Click [Create schedule], in the top right corner, to set up a new schedule (e.g. one schedule when they are working on the Sales team, one schedule when they are working on the Marketing team)

   6. Under Inbound call routing, at the bottom, toggle Only ring during working hours ON if you'd like inbound calls to skip this team member outside their scheduled hours > and select which schedule this should apply to, from the drop-down
      
      Note: Unanswered calls will be sent to the phone number's configured backup instead.

3. On the [Calendar Configuration] tab:

   1. On the Calendars tab, you can view this team member's Connected calendars
      
      Note: To connect a third-party calendar (to sync bookings and check availability), the team member will need to go to Settings > Profile > Calendar settings and connect it themselves.

   2. Under Private mode for synced events, toggle Hide event details ON if you'd like only this team member to see the details of their synced third-party calendar events, keeping them hidden from everyone else > and click [Save]

   3. On the Video conferencing tab, you can view this team member's connected video conferencing tools
      
      Note: Each team member will need to connect these themselves as well, in their Profile settings, in order to generate unique meeting links for bookings.

4. On the [Notification Settings] tab, open each drop-down > and tick the relevant checkboxes to choose how this team member is notified, via In-App, Email, and/or SMS, for each of the following:

   1. Conversation Notifications - any new conversations, conversations assigned to them, new messages on conversations they own or follow, being mentioned in a conversation, and more

   2. Task Notifications - when a task is assigned to them, an optional reminder before it's due, and daily summary options

   3. Facebook and Google - when a new review is received

   4. Calendar Notifications - when a calendar integration is disconnected, or a meeting link/location is missing

   5. Social Planner Notifications - when an Instagram Story is ready to post

   6. Client Portal Notifications - when a contact uploads a file in the client portal

   7. Click the [Save] button, at the bottom right

1. From the Ivorey™ main menu, go to Settings > and click on [Team]

2. Find the user you want to remove account access for, and click the 🗑 trash icon > type in ‘DELETE’ to confirm > and click [Confirm Delete]

As the admin of your Ivorey™ account, you should be able to access and see everything, regardless of the team member assigned.

All contact details and activity can be found inside their contact profile, in the CRM. If a team member can’t access client details to perform the checkout process, it may be due to their Roles & Permissions settings.

If the Only Assigned data checkbox is ticked, they will only be able to access the contacts assigned to them. To allow them to access all clients, calendars, payments, etc., simply untick this checkbox.

If you encounter an error message stating that a user with the same email already exists, it might indicate the user is already registered under a different Ivorey™ account. To resolve this, simply contact Ivorey™ Support at [email protected] or reach out via the help widget in your account, and we'll be happy to help you.

If a user is added to more than one Ivorey™ account using the same email address, their permissions are tied to their user profile rather than each individual account. This means that if roles and permissions are disabled for that user in one account, it can affect their access across all other accounts they're connected to as well.

If you share team members across multiple accounts, we recommend communicating any permission changes with the relevant account admins before making updates, to avoid unintentionally disrupting access elsewhere. Alternatively, if your team member has a secondary email they can use to access your account, you can adjust permissions without affecting their access elsewhere.

Your workflows will keep running as normal, even if a team member doesn't have access to that feature. We recommend keeping at least one admin with full access, so someone can always manage and troubleshoot your automations.