User Management

This article outlines how to add/remove users in Membrain, how to assign them to different Sales teams and Permissions groups and how to assign a specific Color to Users and Sales Teams. Only administrators of Membrain can add, edit or remove user accounts.

Create a new user account

There are 2 different types of user accounts in Membrain. Full and Lite users. Learn about the differences between the two in this article Full and Lite User Accounts.

1. Click the Profile Picture (bottom left) - System Setup - New User.
   
2. Select whether the user is a Full User or a Lite User.
3. Enter the name of the new user into the Contact field and select them from the drop-down list. If the contact doesn't exist yet, click to add a new contact.
4. Add the details for the new user. This will create them as a contact in Membrain.
   Ensure the email address is correct (this email address will become the new user's login username).
5. Select the level of permissions this new user should have.
6. Select the correct Sales Teams this new user belongs to by choosing from the drop-down list.
7. If you want the system to email an invite to the end-user, which allows him/her to set their own password, tick the Yes box under send an invite. (Please note this invite is only valid for 15 minutes but can be reissued until the user has successfully logged in)
8. If you want to set the password for the end-user and email the login details yourself, tick no and complete the Password and Repeat boxes.
9. Check the boxes to set the level of Permissions this new should have.

10. Click Add User.

Assign colors for Users and Sales Teams

Assigning specific colors to Users and Sales Teams can be used to apply visual enhancement in analytical views in Membrain, such as graphs in Dashboards and the Performance view. Membrain will automatically assign a color when a new User or Sales Team is added to your Account.

To change the color that is automatically assigned, go to User Management in System Setup and click on the small color button beside the profile picture:

Managing existing user accounts

From the user management view, you can see all of your current Membrain user accounts. You can filter and group users based on which Sales Team or Permission Group they belong to by using the options at the top. You can also sort by specifics such as Quota Attainment or Win Rate for additional insight into your team's success.

1. Click on the Profile Picture (bottom left) - System Setup - Manage.
2. Find the user account you want to convert to a full or lite user.
3. Hover over their user account card until you see the cog icon appear on the top right corner.
4. Click to see options such as:

• Change email - This is also the user's account login name in Membrain
• Change Password
• Convert to a Lite user or Full user
• Change Sales Team
• Change Permissions
• Delete an account
• Send an invite, which includes a login URL, username, and password information
  This option is only available if the user has never logged in before, and will only be valid for 24 hours after it is sent.

User List View in Membrain

Membrain's User List View provides a comprehensive view of all user accounts in one place, allowing easy management and insight into the sales teams. This view can be accessed by pressing in the manage users page. The list view can be extremely helpful and it has several features:

• Sorting, Grouping and Filtering: Easily sort, group, and filter users by various parameters like Sales Team, Permissions, and Sales Coach for a more tailored view of your users.

• Start and End Date Management: Within the User List View, administrators can see the Start and End Dates for each user. It allows them to note the timeline for every user, with an option to edit the Start Date. The End Date can be edited only if the user is listed as left company in the system, ensuring an accurate reflection of the user's status. 

  

• Quick User Actions: Within the list view you can also quickly make changes to some user details such as email, sales team, and their permissions

Permission log

The permission log includes the following features for enhanced monitoring and management of permissions:

• Log changes to permission groups: Track permission checks, name changes, and adjustments to advanced permission scopes at the User Group Level.
• Log assignments of permission groups: Monitor when users are added to or removed from permission groups at the User Level.
• Log creation and deletion of permission groups: Keep a record of when permission groups are established or removed at the Instance Level.

Accessing the Permissions Log

1. Navigate to the System Setup by clicking on your Profile Picture in the bottom left corner.
2. Select Users and then choose Manage or List depending on your preference for viewing user accounts.
3. Click on Log located at the top right of the page. This log provides a detailed record of permissions-related activities.
   
4. A log of all the permission changes that have been made will open up. You can filter by specific permission changes by clicking on the blue "All Actions" text
   

Converting a user account to a Full or Lite user account

In Membrain, there are 2 different types of user accounts to choose from. Full user account and Lite user account. Read more about user account types in Membrain and their differences.

You can change the user type for an account to suit your needs, with a few simple clicks outlined below:

1. Click on the Profile Picture (bottom left) - System Setup - Manage.
2. Find the user account you want to convert to a full or lite user.
3. Hover over their user account card until you see the cog icon appear on the top right corner.
4. Click on the cog to see options available, and select to convert to a full or lite user.
   

Delete a user

There are three different ways you can delete or remove a user from Membrain. Each option deletes the user's account, removes all login access, and removes all the user permissions and goals.

Choosing one of the options below also does the following:

• Option 1 - Keep contact without changes. No additional steps are taken once the user's account is deleted.
• Option 2 - Set contact as left the company. This will delete the user's account AND set the contact to "left the company" in that user's contact information in the CRM area of Membrain.
• Option 3 - Delete contact. This will delete the user's account AND delete the contact completely from the CRM area of Membrain.

Regardless of which option you choose, all historical information that was created or linked to this user will always be visible, just as it was when the user existed in the system.