Admin

User Permissions Overview

Brandy Billiot
Brandy Billiot
  • Updated

Admins and Managers frequently want to expand or limit visibility permissions to their teams in the field. This article will show you the user permissions.

Accessing Permission Settings

Admins are able to control permission and visibility settings for all users. 

  1. Click on the Settings gear in the bottom left corner.
  2. Click on Security and Permissions.

You can set permissions to be visible by Territory OR Team. Lead Visibility is set to TERRITORIES by default. These reps will see their records on the map. If you want the records to be displayed by TEAM, reach out to SPOTIO Support and we can get that switched for you.

Sales Rep Permissions

SPOTIO has four different permission settings for sales reps. Those four are:

  1. SPOTIO Standard
  2. Open Visibility
  3. Restricted Visibility
  4. Individual View

SPOTIO Standard - Allow users to see details on every record within their assigned territory, including those of other users.

Screen Shot 2023-12-07 at 9.57.19 AM.png

Open Visibility - Allows users to see and edit details on every lead within their assigned territory or team.

Screen Shot 2023-12-07 at 9.58.45 AM.png

Restricted Visibility - Allows users to see details of their owned records and location of other users’ records in their assigned territory/team. They will only be able to work records they are the owner of.

Screen Shot 2023-12-07 at 10.00.09 AM.png

Individual View - Allow users to see ONLY their own records inside and outside of their assigned territory.

Screen Shot 2023-12-07 at 10.01.25 AM.png

As you hover over each permission, a box will appear with additional details related to the permission and visibility. Don’t forget to hit the Save button to ensure changes go into effect.

Manager Permissions

Managers have the same permission settings as sales reps in addition to exporting, overseeing territories, overseeing teams, and managing users.

Allow Managers to Export - Managers will be able to export record data in bulk, as well as activity data.

Screen Shot 2023-12-07 at 10.02.53 AM.png

Territory Visibility Recommendations for Managers

SPOTIO has three different permission settings for managers when it comes to territory permissions. Those three are:

  1. Manager SPOTIO Standard
  2. All Territory Visibility
  3. Assigned Territory Visibility

Manager SPOTIO Standard - Allow managers to see, edit, and add territories globally.

Screen Shot 2024-02-05 at 5.12.27 PM.png

All Territory Visibility - Allow Managers to see all territories but only edit or add within their assigned territory.

Screen Shot 2024-02-05 at 5.14.31 PM.png

Assigned Territory Visibility - Allow Managers to see and edit only their assigned territory.

Screen Shot 2024-02-05 at 5.16.16 PM.png

Teams Visibility Recommendations for Managers

SPOTIO has three different permission settings for manager permissions when it comes to teams. Those three are:

  1. Manager SPOTIO Standard
  2. All Team Visibility
  3. Assigned Team Visibility

Manager SPOTIO Standard  - Allow managers to see, edit, and add territories globally.

Screen Shot 2023-12-07 at 10.08.59 AM.png

All Team Visibility - Allow Managers to see all teams but only edit or add within their assigned team(s).

Screen Shot 2023-12-07 at 10.34.19 AM.png

Assigned Team Visibility - Allow Managers to see and edit only their assigned team(s).

Screen Shot 2023-12-07 at 10.11.06 AM.png

Manager User Permissions

Managers will have the ability to add/edit users as long as the Admin gives them permission to do so. Make sure managers understand the billing implications for adding new users.

Screen Shot 2023-12-07 at 10.02.53 AM.png

Ghost Records

Ghost records are white pins that indicate a record exists and is owned by another user to avoid duplicate work.

  • Users will know a record exists and won’t see the information within the record.

  • Reps will not be able to edit these Ghost records. They will be able to add their own duplicate record at that location if needed.

  • Information a user will be able to see on a ghost record

    • Address

    • Record Owner

    • Record name (if provided)

Screen Shot 2023-12-07 at 10.38.29 AM.png

FAQs

If records visibility is set to a team, can I assign reps territories?

Yes, you will be able to assign territories even with territory visibility.

Can I allow reps to download reports?

No, only Admins and Managers (if you allow them) can download reports. 

Can Managers add users If they are assigned to a team or territory?

Yes, managers will be able to add users to any team or territory regardless if they are assigned to a team/territory.

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