How do I manage user permissions and data access in Base?

Controlling access to your contact database and sales data is a critical aspect of keeping your data safe and accessible to those who need it. Permissions operate slightly differently, depending on your subscription type. 

What are the User roles in Base?
What is an Administrator?

Permissions hierarchy, Teams, and Groups for Enterprise accounts
Creating a hierarchy, Teams, and Groups in Base
Adding a new Base user to your hierarchy and setting permissions
Editing a user’s permissions
Moving a user on the hierarchy tree
Deleting a user from the account

Permissions options for the Starter, and Professional accounts
Adding a new Base user
Editing a user’s permissions
Deleting a user from the account

How do permissions, Groups, and Teams work with my reports?
Frequently Asked Questions
 


Quick Overview 
What are the User roles in Base?
• Manager – Manager-level users can access their own data, and the data owned by their subordinates. They can perform actions on all data.

• User – A Base user with ‘user-level’ access has access to their own data only. Users can only perform actions on this data.

What is an Administrator?
Any Base user, whether a Manager or a User, can be granted Administrator privileges. Administrators do not have access to all users’ data. Administrator privileges are related to managing the account, and include the following areas which are accessible through the account settings:

• Account information – account name, currency type, Quotebase access, account cancellation.
• Subscription - upgrading and downgrading account subscription plan.
• Leads, Contacts, and Deals – adding, editing or deleting custom fields.
• Sales Goals - resolution period.
• Task automation rules
• Integrations – MailChimp, Xero, Facebook, Google Apps Gadget, and Harvest setup.
• Base Voice - call scripts and billing.
• Client Space setup
• Lead Capture Form setup and publishing

Only current Administrators can promote other Base users to Administrator status.

Administrators follow the same data access privileges as their Manager or User role permits.

What types of data are affected by the User/Manager roles?
Leads, Contacts, and Deals are the three broad data categories that follow the user permissions that you set for your organization. Other types of data that are related to Leads, Contacts, or Deals will also inherit the permissions of a related object. For example, Contact Notes will only be visible to users who have access to the related Contact.

What actions can users perform on their data?
Create – create new data
Read – view existing data
Edit – alter existing data
Delete – delete data from the account
Transfer – transfer data to other Base users in the account
Export – export data to .CSV files for download
 


User Management Views

Manage your users in either of the two different User Management views, the preference is up to you! Interested in upgrading to Enterprise for customizable, multi-level permissions? Check out our plans and pricing page for more details!

User List

Scroll through a list view of your users to quickly update a user’s permission settings. Simply locate the user you’re looking to update and click on their name to edit permission settings.

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User Hierarchy

Get a more visual overview of where each user stands on the Permissions Tree. See how users are positioned in relation to Subordinates or Managers, and simply click on the name of the user to edit the permission settings.

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Creating your Hierarchy, Teams, and Groups in Base – Enterprise Permissions


The Enterprise plan was designed to answer the needs of big companies with extended team structure, and many employees on different tiered levels. The Topmost Manager will be placed at the top of the User Hierarchy Tree and top of the User List by default. To begin building out your team structure, you can add users in either User List view or User Hierarchy view.

To add a new user in User List, click on the option +New User

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In User Hierarchy, add users above or below the Topmost Manager using the (Add User) icon. To expand all subordinates below a Manager, click on the blue "numbered" icon. Once you expand, you'll see the + (Add User) icon to add more Users. 

Add_User_Hierarchy.png

Once you've created a user with subordinates under them, you've successfully created a “Team”.

What is a Team in Base?
A Team is a group of all subordinates under one user. You can customize your Team's name to make it unique and easily identifiable. Setting a Team name is especially handy when viewing your sales reports.

Peter Parker's Team
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What is a Group in Base?
Groups are a defined subset of a Team. Using Groups is a great way to segment and filter your reports. 

Groups propagate downwards. When assigning a user to a Group, that user's subordinates will also be included in the Group.

Example Group - Avengers
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More on Creating a new Base user - your hierarchy and setting permissions
Once you've added the new user to Base you're ready to begin entering the user's information and access settings.
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The user's full name will be the displayed name in Base.

The email address listed will receive an invitation to join the account, once your preferences are saved.

You may opt to create a new group, or assign the new user to an existing group. To learn more about Groups, click here.

Users can be granted access to specific data types (Leads, Contacts, and Deals access) on four different levels:



• Individual and subordinate’s data
User may access their own data and subordinate’s data

• Individual, Subordinate, and Peer’s data
User may access Individual + Subordinate + Sibling (users on the same level) data

• Individual, Subordinate, Peer, and Manager’s data
User may access Individual + Subordinate + Sibling + (direct) Manager data

Note: this may include the Manager’s peer data, and all actions can be performed on this data except deleting or transferring.

• Same access permissions as Manager
User may access all data accessed by (direct) Manager.

Note: this may include the Manager’s peer data, and all actions can be performed on this data except deleting or transferring.

Tip: to quickly identify what a user does or does not have access to outside of their own data, you can hover your mouse over the user on your hierarchy. This will show access permissions based on your selection (Leads, Contacts, or Deals) in relation to other account users.

Other options you may set for a user include:
• Quotebase Role (to learn more about Quotebase, click here)
• Administrator Status (to learn what privileges Administrators have in Base, click here)
• Add/manage subordinates


Editing a user's permissions
To edit the permissions of an existing account user, you must be allowed to add and manage subordinate users. If an account user has administrative privileges, the ability to add and manage subordinates is a default setting. A user can also be allowed to add and manage users without being an administrator.

Click a user's name on the hierarchy tree to view your editing options.

When editing a user, you may:

• Change their display name
• Change their login email address
• Assign the user to a new or different Group
• Adjust access to Leads, Contacts, and Deals
• Change the user's Quotebase role
• Add or remove Admin privileges
• Move the user to a different location in the hierarchy tree
• Delete the user

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Click Save to apply your changes, or Cancel to dismiss them.


Moving a user on the hierarchy tree
Each user can move only their own position on the hierarchy, and the position of their subordinates. User-level accounts can move only people within their own hierarchy tree, while Admin-level accounts can move all Base users on the account.

When a user is moved to a new place in the hierarchy, their permissions settings for Leads, Contacts, and Deals will be unchanged.

Only Admins and the toplevel Manager (at the top of the hierarchy) can move a user to the top of the hierarchy. Only a user without subordinates can become a top-level manager.

To move a user, click the user's name when viewing your User List view. 
On the following Edit User screen, you'll see a new Reports To field. Just pick another User for them to report to.

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Deleting a user from the account
You must be a Manager-level Base user with Administrative or user-management privileges in order to delete other users from the account. You may only delete users within your own hierarchy tree.

Only Base users without subordinates can be deleted.

When a user is deleted, all objects owned by that user will be transferred to the parent user (direct Manager).

Click a user's name to view their permissions settings. At the bottom of the pop up menu, click the Delete User option. You'll be prompted to confirm your selection.



Permissions options for the Starter, and Professional accounts
Managing permissions and data access is important for any size team. The permissions options for the Starter and Professional Base accounts offer a high degree of flexibility and customization for every user in your account.

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Default access settings for Leads and Deals
User-level access will permit visibility of one's own Leads and Deals only.

Manager-level access will permit visibility of all Leads and Deals throughout the account.

Adding a new Base user
When adding a new user to your account, you'll first want to determine what type of role they'll play in your account - Manager or User. See the definitions of each role here.

Once you've determined what role your new user will have in your account, select the + button next to either the "Add New Manager" or "Add New User" row in your User Management settings.
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On the proceeding pop up screen, enter the following details -

• Full Name - this is how the user's name will be displayed in Base

• Email - this is the address where the user's invitation will be sent, and the address used for logging into Base after a password has been created.

• Select whether or not you'd like this user to have Administrative privileges. To learn more about Administrative privileges, click here.

• Contact access - you must select whether you'd like the new user to access all contacts in the account, or only their own contacts.

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Editing a user’s permissions
If you'd like to change a user's permissions on your account, head over to the User List view and click on the User's name that you'd like to edit.

You can edit the user's name and email address. Editing the email address will not send a new invitation, it will only update the address used to log into the account.

• Role - a user can be promoted to Manager-level, or demoted to User-level with this option.

• Administrative privileges - select or deselect the Administrative privileges add or remove administrative rights of the user.

• Contact access (User-level only) - you can change the user's contact access here, allowing the user to view only their own or all contacts in the account.

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Click Save to save your changes, or Cancel to dismiss them.

Deleting a user from the account
You must be a Manager-level Base user with Administrative privileges in order to delete other users from the account.

When a user is deleted, all objects owned by that user will be transferred to the Account Owner (the person who set up the account).

Click a user's name to view their permissions settings. At the bottom of the pop up menu, click the Delete this User button. You'll be prompted to confirm your selection.



How do permissions, Groups, and Teams work with my reports?
Report filtering
Reports are available to every user on your account, regardless of their permissions configuration or access level. Account users will only see reports for data they have access to.

For example, a User who only has access to view their own deals, will only see their own deal values in the Total Sales report. 

Each report in your account can be filtered according to the Groups and Teams that you have access to. (Enterprise plan only)

Team, Group, and Tag filters can be combined to produce highly segmented and granular reports. 

Example Report - Funnel Report
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Sales Goals
Each Manager can set sales goals for their team. It isn't possible to set goals for a Group. (Sales Goals reports are available on the Professional and Enterprise plans. Learn more about Sales Goals here.)

Frequently Asked Questions
What does the dotted line around a user's name mean?
A dotted line around a Base user's name means that they have not yet accepted their invitation to your account. If your account user hasn't received their invitation email, be sure they've checked their spam/junk folders or resend the invitation.

How do I resend an invitation to a new user?
You can resend an invitation to a new user by entering their email address on this page.
 
What happens when I delete a user from my account?
When a user is deleted, the user's data is not deleted. For Enterprise accounts, the deleted user's data is reassigned to hierarchy parent (direct Manager). For the Starter, and Professional accounts, the deleted user's data is reassigned to the Account Owner.

I can't see a task I created and assigned to someone else in my account. Why?
Tasks that are not associated with a Lead, Deal, or Contact are kept private and only visible to the task assignee.