New accounts start with just the administrator role, who has permission to do everything in the system. To get the most out of your Ontraport account, you might have multiple team members using it for various purposes. To share the account, you’ll add new users who will all have their own login (which is important for security reasons to protect the data inside your account). You’ll also assign each user a role, which can be used to limit access and permission levels. Roles are categories of users such as sales rep, manager or customer service rep. Follow the steps below to add new user roles and permission restrictions.

Ontraport accounts come with varying amounts of users depending on the account type (Basic: 1 user, Plus: 2 users, Pro: 3 users, Enterprise: 5 users). Those with Ontraport Plus accounts and above can add additional users for $47/month for each user seat added.

Add a role and set permissions:

We suggest adding your roles and setting permissions before you add your users; this way, when your new users log in for the first time, they can only access what they have permission to.

  • Go to your profile iconadministration → User Management tabTeam Roles & Permission Management
  • Click new role at the top.
  • Type in the name of your new role (e.g., sales rep, customer service rep, graphic designer).
  • Select a role manager from the dropdown (this must be another existing role).
  • Go through each of the permission settings and set your preferred permissions for the role.
  • Click save.

Add a user’s information to a role:

  • Go to profile icon → Manage users button.
  • Click Add new user.
  • Click agree.
  • Fill in the required fields in the Contact Information section.
  • Fill in the fields for the Email Information section.
    1. Email From Name: This field indicates what this user’s name looks like on manually sent or automated emails sent from Ontraport on the user’s behalf (if you have given them permission to be the owner of contacts or to send mail). It is also used for the confirmation email that prompts the new user to create their password.
    2. Reply To Email: This is the email address the user receive reply emails from contacts. If left blank, replies will flow to the administrator’s “reply to” email address.
  • Fill in the required fields in the User Details section.
    1. Role: The role of a user determines the user’s access and actions permissions.
    2. Manager: You can set another user as the manager for this new user here, or it can be left blank.
  • Fill in any other fields you wish to populate.
  • Click save.

Restrict IP addresses that can access your account:

In addition to setting your team’s roles and permissions, you can maximize the security of your Ontraport account by requiring verification via email whenever a user logs in from a new IP address or by revoking access from specific IP addresses. This gives you control over the locations where users can log in to your Ontraport account.

To turn on IP address restrictions:

  1. Go to profile icon → administration → SecurityIP Address Restrictions toggle on.

To approve new IP addresses to log in to your Ontraport account:

  • Once you have enabled IP Address Restrictions in your account, you can test to make sure they’re working by trying to log in to your Ontraport account with an unconfirmed IP address.
  • You will receive an email asking you to verify your IP address at the email you’re trying to log in with, if it’s connected to a valid user seat.
  • Click the link to grant access.

Note: never grant access to a request you don’t recognize. If you receive a request that didn’t come from you or your team, please change your Ontrapot password and contact support.

Your users all have their own authorized IP addresses saved within their User Info. You can remove access from any IP Address by selecting it and choosing the option to “revoke IP Authorization.”

Set your account’s time zone:

You can use time zones to tailor the timing of your automation. When you select a date or time on your waits and conditions, you can choose from two options:

  1. In my time zone — uses a fixed date/time
  2. In the Contact’s time zone — uses a relative date/time

To change your account’s timezone:

  • Log in as the account owner.
  • Go to  →.
  • In the “User Details” section click on the Time zone field and select your time zone.

Note: Your account’s time zone field is only available from the account owner’s personal profile.