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Managing Team Members in ShareBuilder CRM

What


This article provides a step-by-step guide on managing team members in ShareBuilder CRM, including adding new users such as Account Executives (AEs), managers, and sales assistants, as well as locking or deleting accounts when a team member leaves the company.

Why


Properly managing user accounts in ShareBuilder CRM ensures that each team member has the appropriate access and permissions tailored to their role, enhancing workflow efficiency and maintaining data security. Additionally, revoking access for departing employees prevents unauthorized access to sensitive information and ensures that account data is appropriately handled.

How

How to Add a team member

How to Lock a team member

How to Delete a team member


Here is a walk-though on how to add a team member:

1. Navigate to the 'Add Team Member' Section:

  • In the left-hand navigation panel, click on Our Team.
  • Select Add Team Member.


2. Enter Basic Information:

  • Input the new team member's email address.
  • Click on Add User To This Market.


3. Provide Personal Details:

  • Fill in the team member's NameTitle, and Office.
    • For team members not associated with a national or regional rep firm, select LOCAL OFFICE.
  • Optionally, enter the Phone Number to facilitate communication.


4. Assign Roles and Permissions:

  • Select the user's title to apply default permissions and roles.
  • For specialized roles, customize by adding or removing specific permissions as needed.
  • If the user is a Selling Manager (i.e., a manager who also carries a sales list), assign both the AE and Manager roles to provide the necessary permissions.


5. Set NRL Membership:

  • Assign the appropriate regions—LocalRegional, or National—that the user is permitted to access.
    • Managers and administrators may have access to all applicable regions, as defined by your traffic system.
    • Typically, National is designated for rep firm business.

6. Configure Business Unit Options:

  • Business Unit Access: Enable this if the user should view account lists and basic non-financial information for specific business units.
  • Request Accounts: Activate this if the user needs the ability to request new accounts within the business unit.
  • Default Business Unit: Set this to the user's primary business unit for default views. It's recommended to enable this for the main business unit relevant to the user.
  • Email Manager Transfer (For Managers): Turn on if the manager wishes to receive notifications when accounts are reassigned within ShareBuilder CRM.
  • Manager Approval (For Managers): Enable this if the manager is responsible for approving account requests.

 

7. Finalize and Add User:

  • Review all entered information and settings.
  • Click on ADD USER to complete the process.

 

Here is a walk through on how to lock a team member:

  1. Navigate to the 'Our Team' Page:

    • Click on Our Team in the left-hand navigation bar.
  2. Select the Team Member:

    • Choose the individual you wish to lock out.
  3. Access the Administration Tab:

    • Click on the Administration tab.
  4. Lock the User:

    • Toggle the Lockout User? slider to the 'On' position.
    • Provide a reason for the lockout.
    • Click Save at the top of the page.

After locking the user, a red lock icon will appear next to their name on the 'Our Team' page. You can view the number of accounts they managed and reassign active accounts to other Account Executives (AEs). Remaining accounts can be moved to the 'House' account. This process preserves historical financial information, as it follows the account.

Here is a walk through on how to delete a team member:

  1. Ensure All Accounts Are Reassigned:

    • Before deletion, confirm that all active accounts have been transferred to other AEs or moved to the 'House' account.
  2. Navigate to the 'Our Team' Page:

    • Click on Our Team in the left-hand navigation bar.
  3. Select the Team Member:

    • Choose the user you wish to delete.
  4. Access the Administration Tab:

    • Click on the Administration tab.
  5. Prepare for Deletion:

    • At the bottom of the page, enable the sliders to:
      • Move all accounts held by the AE to the 'House' account.
      • Make any private contacts public.
  6. Delete the Team Member:

    • Once the sliders are enabled, a Delete Team Member button will appear.
    • Click this button to remove the team member from your lists.

After deletion, the team member will no longer appear in your lists, but their historical data will remain accessible.