Learn how to manage access to your account and how account managers can request access to create new client accounts.
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Account manager features
Course Instructor
- How to grant and revoke account access to account managers
- Where you can manage your clients’ accounts in your account
- How to manage permissions
- How to create new client accounts from scratch or from templates
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Transcript
Sometimes, the person who starts an Ontraport account isn't the one who'll manage it. And sometimes, those who manage someone else's Ontraport account ALSO do that for a bunch of other people.
If you fall into one of those two buckets, account manager features are your friend!
Users who want to hand over the reins of their account to have someone else manage it can easily grant secure access to account managers. And account managers can request access, use account templates to create new accounts for clients, and switch between client accounts – all within one login.
I’ll give you an overview of the account manager feature set. I’ll start with the perspective of users who want to hire someone else to manage their account. Then I’ll show you the account management side and how to manage multiple accounts. Let’s jump in!
If you’re an Ontraport user interested in having your account managed by an Ontraport Expert or Partner, it’s easy to control which managers have access and when. To find the Account Managers subcollection, go to your profile icon and click Administration. From there, select User Management and then click Account Managers.
From here, you can grant access to an Ontraport Expert or Agency without creating a new user seat for them.
Once you add a new account manager to your account, they’ll be able to log in to your account from an area of their account called “Managed accounts.” Think of it like… a secret portal! Only less mysterious and totally controlled by you.
To add a new account manager, click New Account Manager, add their email and select their role. Then click “Invite Account Manager” – you’ll see a new record added to your subcollection with a Pending status.
Ontraport will send your account manager an email with the invitation to manage your account. Once they accept it, they’ll be able to log in.
Let’s say you reach a point where you no longer need your account manager’s services; maybe your contract or project ends. To revoke access to your account, select the user and then click Revoke access from the Actions menu. Confirm that you want to revoke access, and it’s done!
Delete them from your subcollection if you think you’ll never reinvite them.
Now that we've covered user-controlled account management, let's shift our focus to how Experts and Agencies can manage client accounts. You’ll do that in the Managed Accounts subcollection, which is like your account management command center. Everything you need is in there, and you only have to log in once!
To get there, go to your profile icon, then Managed Accounts. From in here, you can add new accounts, delete past clients, and keep track of everything in one central hub.
To create a new account, click New Managed Account, then click New Account. Next, select the data you want to add to the account. You can either start with a blank account if you want to create an account from scratch. And if you go that route, you’ll select the account level and Dynamic CMS plan too.
Or select a template. A template is an account that’s already partially customized for an industry or a certain type of user, and you’re basically doing a giant copy-paste! If you create a new account using a template, you can use one of ours, or one of your own.
Let me take a step back and explain why templates are your new best friend. They’re a huge time saver, and they’ll allow you to onboard new clients at lightning speed. Rather than starting with a blank account, you can start with one that already includes the custom objects you need, the custom fields set up just the way you want them, groups premade, automations prebuilt. It’s ideal for anyone who has similar types of clients.
For example, let’s say you work with a lot of coaches and teachers. Some might be life coaches, and others relationship coaches or career coaches, but they have similar needs… an appointment system, a message portal, a blog, courses, certain custom fields. When you get a new coach, apply the template, and then you just need to work on some of the customization of the account based on their specific needs.
To create your own template, fill out our form – I’ve linked it on this page – to request a sandbox account. Once you’ve configured the account with the objects, settings, and fields you need, convert it to a template. Once you’ve created an account template, you’ll see it as an option to select in the My templates dropdown.
I’m going to select a blank account for this demo, and select my Account and Dynamic CMS plans.
Next, choose who should pay for your account. Use the My agency option to own the account and charge your clients for it. Just add the email address you want as your account login username.
Use the My client option if you want your client to own the account and pay the subscription fee for it.
Add your client’s email address in the client’s email field. This will be your client’s login email. Click Create account in the top right corner. Alright, we created an account!
Ok, now let me show you how to request access to a user’s existing account so you can complete whatever work they’ve hired you for. First, click New Managed Account and add your client’s email. Select a role that gives you the access you need, and click Request access.
You’ll then see a new record added to your subcollection with the Pending status. Ontraport will send an email to the user so your client can view and approve your request. Once they approve, you’ll get an email informing you that you now have access.
If you’ve completed an account set-up, project or for any reason want to cut ties with a client, you can easily remove their account from your subcollection by deleting them.
Select the account you want to disconnect and click Delete. Easy!
Now let’s look at how simple it is to quickly switch between your managed client accounts and your Managed Accounts subcollection. It’s easy to make updates without having to keep usernames and passwords to your clients’ accounts on hand.
Hover over the account you want to access and click Log in. That’s it!
You can just as quickly log out of a managed account and return to your Ontraport account. Just go to your profile icon, and click Back to my account.
So far, we’ve discussed how both users and Account Managers can add, remove, and switch between accounts. Now I want to briefly go over account permission management.
Switching back to the user perspective… Working with Account Managers means you’ve got to permit them to access the assets and features required to complete their work. You have the option of selecting from the default roles Ontraport has created for you, or you can edit your role permissions to create your custom permissions.
To do that, go to your profile icon, click Administration, and select User Management. Then click Team Roles and Permission Management.
Click on the role you want to update. Scroll to the Managed Accounts subcollection. From there you can update the following permissions:
- Managed accounts
- Add managed accounts
- Update managed accounts, and
- Log in to managed accounts
As I mentioned, Ontraport has default roles with limited permissions that you can choose from for your account managers. These permissions ensure that your account managers only have access to the features they need in order to keep your data and account secure.
There you have it! Now you know how to easily and securely grant access to your account, or request access to manage others’ accounts. It’s never been easier to collaborate in your Ontraport account! If you are looking for someone to manage your account, be sure to check out all our Ontraport Experts at ontraport.com/partners/experts. Read about their specialities so you can find the perfect match for your business!
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