ZenGRM Enterprise: Managing Users

Users for your organization and their roles within your ZenGRM instance are controlled from the Admin Unit admin > Users.

To access your Admin Unit admin, click on the cogs icon in the top purple navbar after initial log in.

In the admin section, click on USERS.

The USERS section looks like this:

Users are added and managed here for the whole Admin Unit. From this page you can add new users, delete existing users, edit user info and assign user permissions to the different Business Units in your Admin Unit.

Add New User

To add a user, click on the 'Add User' button. The button shows how many of your available users you are currently using.

You must first add the email address of the new user. ZenGRM performs a duplicate check to see if this email address has any exiting ZenGRM access permissions.

If no other permissions are found, you can go ahead and add the details of the new user and create an account for them.

If the email address is already associated with a ZenGRM account, ZenGRM offers to add the user's existing details into this Admin Unit as a user (in addition to their existing permissions).

Assigning User Roles

Once you have added a user to your user table, you can assign them roles within your organization. To do this, click on the shield icon on their user row in the table. You will see your Admin Unit's role matrix:

You can assign the user any permission level within any Business Unit in your account. You can also assign the user the role of a Primary Admin for your account by making themAdmin for your Admin Unit.

User roles are as follows:

• Admin Unit Administrators:

  • Admin access: Administrators can access all admin features (all pages accessible via the cogs icon in the purple navbar), including managing organization settings, adding / deleting users to Business Units, editing default email templates, monitoring account usage.

  • Business Unit access: Administrators can access every Business Unit and manage the admin settings for each

  • Create New Events: Administrators can create new events from the Dashboard of any Business Unit and set themselves and others as Event Managers. All events in all Business Units are available for viewing to Admin Unit Administrators

• Business Unit Administrators:
  • Admin access: Administrators can access the admin area of any assigned Business Unit, including managing Business Unit settings, changing user roles in that Business Unit, editing default email templates, monitoring account usage.

  • Contacts access: Administrators can access the Contacts section of any assigned Business Unit, add / delete contacts, create Tags and Contact Lists, manage email settings.

  • Create New Events: Administrators can create new events and set themselves and others as Event Managers from the Dashboard of any assigned Business Unit. All events in the assigned Business Unit are available for viewing to all Administrators of the Unit.

• Team Members

  • No admin access

  • Contacts access: Team Members can access the account Contacts section of any assigned Business Unit, add / delete contacts, create Tags and Contact Lists, manage email settings.

  • Create New Events: Team Members can create new events and set themselves and others as Event Managers from the Dashboard of any assigned Business Unit. All events in the Business Unit are available for viewing to all Team Members.

• Viewer Access

  • No admin access

  • No Contacts access

  • Cannot create new events

  • Can access, manage and view any event they have been specifically set to access

Editing User Info

To edit the details of any user, click on the edit user icon at the left of their row in the user table to show their details modal:

When done, click 'Update User'.

Deleting Users

To delete any user, click on their edit icon on their user row in the user table, then click the Delete User button.

Deleting a user removes their access permissions to the Admin Unit or stand-alone Unit they have been assigned to. If they have access to other Admin Units within your organization, or another organization's ZenGRM account, these additional accesses will remain.

Deleting a user does not affect the functionality of any active or archived events the user created or was assigned as event manager to. However, events using the event manager merge fields in their emails will continue to display the removed user's details until a new event manager is assigned to those events.

Deleted users can be subsequently re-added to any Admin Unit as needed by following the same process as a new user.