Adding users + setting permissions

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Home > Set up > Adding users + setting permissions

Add team members as users to your Ontraport account and give them specific roles and permissions.

In this lesson you'll learn:

The value of setting different roles and permissions
How to create roles and assign permissions
How to assign a user to a role
How to change users’ passwords
How to set up the special field section permissions

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Transcript

You can bring your whole team into Ontraport and still control exactly what each person can see and do. In this lesson, you'll create a role and set its permissions, add a user, and then fine-tune access with permission exceptions and field section permissions. Here's how it fits together. A user is anyone who signs in, with their own login. Every user has one role, like Sales Representative, and many users can share the same role. Permissions belong to the role. They control what it can view, edit and delete. The person who signed up and pays for the account holds the Account Owner role. That's the top role, and it's the one that creates roles, adds users and sets permissions. Every other role has a manager, which builds a hierarchy you can see in the Role Chart. Set up your roles before you add users, so new people only get access you've approved. Click your profile icon, then Administration. On the User Management tab, choose Team Roles & Permission Management. Click New Role, give it a name, and pick its manager from the Role Manager drop-down. Then set each permission and click Save. Some permissions are a simple yes or no, like whether a role can export contacts or cancel tasks. Set one to no, and that feature disappears for the role. For example, if Sales Representatives can't cancel tasks, they won't even see the Cancel action. Other permissions are drop-downs. "Can view" sets which records a role can see. You can limit it to records owned by me, owned by me and my subordinates, or owned by me and my roles. Here, "me" means the user in that role, not you. These options depend on each record's owner field. You can set owners by hand, or automatically with a lead router, a form's notification and routing settings, or an automation. You can also create custom relationships, like a sales coordinator for each contact. "Can create/edit" works the same way, with a None option for view-only access. "Can delete" adds All, so a role can delete any record, or None, so it can't delete anything. These permissions also follow your team into AI tools. When someone signs in to connect an AI tool through Ontraport's MCP server, the connection inherits their role's permissions, so it can't see or change anything their role can't. Now add your team member. Click your profile icon, then Manage users, then New User. How many users your plan includes depends on your subscription. If you're over, a pop-up shows the cost of an extra seat. Click Agree to continue. Fill in the required fields. The email in Contact Information is for merge fields, not for logging in. Under Email Information, the From name is what people see next to the subject line when this user emails them. The Reply to email is where their replies go. Leave it blank, and replies go to the account owner's reply-to address. Under User Details, choose the role you just built, and the language they'll see when they log in. Then click Save. Later, you can update a team member's login details from their profile, or select them in Manage users and click Reset password. Manage users also lets you select several users and use the action bar to email them, assign a task, add an event, apply tags, add them to an automation, or change a field. For example, add your new team members to an onboarding automation. Reset password, Log out and Lock out still work one user at a time. Sometimes one person needs a little more, or a little less, than their role allows. Instead of creating a new role, add an exception. Open the user from Manage users, go to User Permission Exceptions, and click New User Permission Exceptions. Pick the permission, like Refund Transaction on contact purchases, choose Visible or Not Visible, and click Add Exception. You can also control access to parts of a record, instead of the whole thing. Go to Contacts, then Settings, then Field Editor. Fields are grouped into sections. Click Permissions in the top-right corner of a section. Choose which roles can view those fields and which can edit them, and click Save. Then click Save in the field editor. That way, a team member can see what they need and update the fields they use, without seeing everything else. So: build your roles first, add each user with the right role, and use exceptions and field section permissions to fine-tune. Next up, we'll look at your account security options.