How To: Add a new Employee

Navigate to “Settings” (in the Feature Sidebar at the bottom) → “My Staff”. Here you can filter and edit your existing Staff or add new employees.

Process of adding a new Employee

Click on the blue button which says “+ Add Employee” as you can see in the following image.

User Info

The first step in the creation process is to add general Information about the User including “First Name”, “Last Name”, “Email”, “Phone” (please provide the Phone number in the following format: “+43 660 1122334” or
 “0660 1122334” - the whitespaces are default).

If you want to set a password for your new Employee you can do it here in the advanced settings. Otherwise the new Employee will get an email with Account activation details and a request to set new a password.

You also have the option to provide a Profile Image.

If you scroll down further you can see that we can link a calendar to the Employee we create. After that we can add settings regarding an email signature for our new User.

Roles & Permissions

Here we can copy Permissions from an already existing User by navigating to the “Copy Permission” button in the upper right corner. Choose from which user you want to copy the Permissions and Apply.

Choose the desired User Role either “Admin” or “User” and the Data Visibility Scope - “Only Assigned Data” is a great way to limit salespeople from seeing each others leads, opportunities and conversations. The Employees will then only see the Data they own.

Differences between User and Admin 

And now you will see a list of our more granular Permissions regarding specific Features. You can either disable the “Feature” as a whole for the Employee or use the checkboxes to restrict the access as described.

• Account Settings

• Account Tools

• Automation

• Blogs

• Calendars

• Certificates

• Communities

• Contacts

• Conversations

• Dashboard

• Funnels

• Integrations

• Marketing

• Medias

• Memberships

• Opportunities

• Payments

• Reputations

• WordPress

Call & Voicemail Settings

In the Call & Voicemail Settings section, you can customize how calls are managed for a specific employee. Assign an inbound number if required, or set up forwarding options to route calls to the web app, mobile app, or a designated phone number. Configure the default channels for "Ring All" and IVR (Interactive Voice Response) to ensure calls are handled through the preferred platforms. Additionally, upload a personalized voicemail message in MP3 or WAV format, which will be played when the employee cannot answer calls. Adjust the Incoming Call Timeout to determine how long the system waits before redirecting to voicemail, with a recommended duration of 20 seconds or less for optimal customer experience.

User Availability

The "User Availability" section allows you to define the working hours and preferred meeting locations for each employee, ensuring seamless scheduling and optimized resource allocation. Using the intuitive interface, you can set specific availability periods for each day of the week and assign a preferred time zone. Meeting location options include custom entries, integrated tools like Zoom, physical addresses, or phone calls, offering flexibility to suit various needs. This setup ensures that the availability of your team members aligns perfectly with client needs and internal scheduling requirements, facilitating smooth collaboration and time management.

Calendar Configuration

The "Calendar Configuration" section allows you to integrate third-party calendars to streamline booking and scheduling for new employees. By connecting calendars such as Google or Outlook, you can synchronize availability and manage appointments effectively. This ensures seamless scheduling and prevents double-booking by providing real-time updates on employee availability. In this setup, you can also configure video conferencing options to align with your meeting preferences, ensuring a unified and efficient scheduling system across the team.

Now Click “Save” in any screen and the User is created.

Notification Settings

The Notification Settings feature allows you to customize how users receive updates and alerts. Once an employee has been created and saved, or when editing an existing user, this section becomes available for configuration. Here, you can enable or disable notifications for various activities, such as conversations, tasks, WordPress purchases, and reviews from platforms like Facebook and Google. Notifications can be delivered through multiple channels, including in-app (Includes our Web-App and Mobile App), email, or SMS, ensuring flexibility and timely updates. For example, you can set reminders for upcoming tasks, receive alerts for new messages, or track customer reviews efficiently. Tailor these settings to align with your team’s workflow and communication preferences for seamless management.