You can either read through this article step by step or scroll to the bottom of the page to watch the full recorded video walkthrough. Click here to watch the full walkthrough.
This guide walks through how admins can manage users, seats, teams, and billing in a multi-user account. This is part of a series of videos on managing multi-user accounts. Part 2 covers sharing users, content, filters, and more with your users. Click here to go to that article.
Accessing User, Team, and Billing Settings
Timestamp: 1:12
All account-level management happens in Settings.
Steps:
Click the gear icon in the bottom-left corner of the sidebar
Focus on the Account section
You will primarily work in:
Users
Teams
Billing
Viewing Seats and Current Users
Timestamp: 1:42
The Users page shows:
Your current product and plan
How many users are active
How many total seats you are paying for
This is where you can quickly answer:
How many users am I paying for?
Do I need to add more seats?
Adding Seats to Your Account
Timestamp: 2:22
If all seats are full, you must add seats before adding another user.
Steps:
Click Add Seats
Choose how many seats to add
Review the prorated charge for today
Review your updated ongoing subscription amount
Confirm the change
Charges are prorated based on where you are in your current billing cycle, and the system clearly shows costs before anything is processed.
Adding a New User
Timestamp: 3:21
Steps:
Click Add User
Enter the user’s email address
The system may assume your company email domain by default
Click Check Email
Fill out required fields:
First name
Last name
Phone number
Time zone (important - defaults to Pacific Time)
Optional fields:
LinkedIn
Job title
Other profile details
If filled out, optional fields can later be used in email templates as user merge fields.
User Role and Permissions
Timestamp: 5:37
When adding a user:
They are created as a Member-level user by default
Admin access can be granted later if needed
Member users:
Typically only see their own content
Gain broader access through Teams
Assigning Teams and Texting Access
Timestamp: 6:11
During user creation, you can:
Assign the user to one or more teams
Add a texting subscription if applicable
You can also update these settings later.
Office Address Requirement for Mass Emails
Timestamp: 6:30
An office address is required for mass email sending due to FCC rules.
Options:
Use the admin’s existing office address
Enter a specific address for the user
Sending or Delaying the Activation Email
Timestamp: 7:08
When adding a user, you can choose:
Send the activation email immediately
Delay the activation email
Delaying is useful if you want to:
Set up content
Share templates
Prepare the account before the user logs in
Managing Existing Users
Timestamp: 8:22
From the Users table, admins can:
Edit user information
See which teams users belong to
Identify admins vs members
Hovering over a user row reveals management options.
Resending Activation Emails
Timestamp: 9:31
If a user was created without an activation email:
Use Resend Activation Email to invite them later
Pausing a User
Timestamp: 9:57
Pausing a user:
Reduces cost to a small monthly maintenance fee
Prevents sending emails and texts
Keeps the user record intact
This is useful for temporary inactivity.
Deleting and Reinstating Users
Timestamp: 10:34
Deleting a user:
Fully deactivates the account
Shows a summary of the user’s stored data before confirmation
After deletion:
The user appears under Inactive Users
Admins can Reinstate the user later if needed
Creating Teams
Timestamp: 12:00
Teams are used to:
Share templates, files, and content
Control visibility and collaboration
Scale access management efficiently
Steps:
Go to Teams
Click Add Team
Name the team
Optionally assign a category
Team Visibility and Permissions
Timestamp: 13:39
Team settings control what members can see and do.
Options include:
Allow members to see other team members
Allow members to see other members’ data
Allow members to share content with the team
If all options are unchecked:
Only admins can share content with the team
Adding Users to Teams
Timestamp: 16:16
You can add users to teams in multiple ways:
From the Teams page
From the Users page using bulk selection
From an individual user’s edit screen
Users can belong to multiple teams.
Managing Billing and Add-Ons
Timestamp: 18:12
The Billing page includes:
Seat and user summary
Account enhancements and add-ons
Marketing contacts overview
Social network login limits
Some changes require contacting support directly.
Marketing Contacts
Timestamp: 19:05
Marketing contacts:
Are contacts included in lists
Are used for mass email and text communications
To add or adjust marketing contacts:
Contact support via chat or email
Payment Method and Billing History
Timestamp: 20:32
In a live account, you will also see:
A Change Payment Method option
Billing and payment history
Prorated charges and subscription records
Watch The Full Walkthrough
Transcript
Transcript
0:01
hello everybody my name is Drew and in
0:06
this video we're going to be focusing on
0:10
how to manage your account and your
0:13
users as an admin of a multi-user
0:18
account and so this will include things
0:20
like how to add seats how to add users
0:25
how to edit your existing users how you
0:27
can delete or pause your
0:30
users uh teams so how to create and edit
0:33
them and also a walkthr of your building
0:38
page so definitely all things just a
0:40
kind of account management from a
0:44
billing standpoint from a user
0:46
management standpoint things along those
0:49
lines uh creating and sharing content
0:52
with your teams that's going to be done
0:55
in in a separate video so uh look for
0:59
that if if that's what you're trying to
1:02
do so let's jump right into
1:12
it all right so first of all where does
1:16
all of this stuff happen you go into
1:19
your sidebar down in the bottom left
1:21
corner you see that gear icon for your
1:27
settings and then we're going to be
1:29
spending all of our time here in that
1:31
little account section where in that
1:35
left side bar where you see users teams
1:37
and
1:39
filling so let's start off with
1:42
users so here we are in the users
1:46
page and first of all you're able to see
1:50
what your product is here this case it's
1:53
the communication CRM our plan which is
1:56
the Enterprise plan and you can see how
1:59
many users that are available but that
2:02
are in the account rather in this case
2:04
there's two and how many total seats you
2:07
have available so this is you know if
2:08
you're wondering how many users am I
2:11
currently paying for and do I need to
2:13
add more this is where you'll find that
2:15
answer so if you add capacity in this
2:17
case we' say 10 out of 10 and if I need
2:19
to add an 11th team member then I'm
2:22
going to need to go over here to add
2:26
seats now because this is a this is a
2:29
dummy account right here billing isn't
2:32
technically set up there so I'm not able
2:34
to actually walk through that process
2:36
here but it's very linear all you do is
2:39
just hit add seats it's going to ask you
2:42
how many seats do you want to add and if
2:46
we were going to go from 10 seats to 11
2:48
we'll just tell it one seat is what I
2:50
need to add it'll confirm what you're
2:53
going to pay today which will be prated
2:55
based on where you are in your current
2:57
building cycle and and so you'll be
3:00
charged today whatever that priated
3:02
amount is it'll tell you before you
3:05
process anything exactly what the charge
3:07
is you can expect today and it'll tell
3:09
you what your billing with your regular
3:11
subscription amount will be going
3:14
forward as well so there shouldn't be
3:15
any surprises there once you've added
3:18
your additional seat then you can go
3:21
into the next step which in this case is
3:23
going to be add user so I'm going to
3:25
walk you through that right now you
3:28
click on add user
3:30
Now by default in your account you might
3:34
see this right here where it's going to
3:36
already assume the domain of your uh of
3:40
your account it's going to assume
3:41
everybody you're adding is going to be
3:43
from the same domain in this case we've
3:45
got VI Cloud right here this can be
3:48
turned off so if you uh if you do
3:51
actually work with people different
3:54
domains then just send in the support
3:57
ticket we can help out there
4:01
so I'm going to put in the
4:04
uh the
4:06
email so also note that the the system
4:10
will assume like I said the rest of it
4:13
being that domain so we just put in
4:14
whatever it is that that goes before the
4:16
at
4:17
symbol and then we hit check
4:22
email so here we're going to put in the
4:24
information of this new user who's going
4:26
to be joining our
4:28
team put the first name the last name
4:31
emails pre-filled company's pre-filled
4:34
need to put in their phone
4:40
number and it's optional if you want to
4:42
put in any of this other stuff you
4:44
definitely don't need to uh put it in if
4:47
it's not super important to you but note
4:50
that as an admin if you put these things
4:53
in like for instance they're
4:54
LinkedIn that means that these will be
4:56
user fields that are already filled out
4:58
so if you want want to create say like
5:00
an email template that automatically
5:03
merges in the LinkedIn of every single
5:05
person in your team it's handy to put
5:08
this stuff in there now is a great time
5:10
as we're adding the user but of course
5:13
it can be done after the fact
5:16
too really important here put in their
5:18
time zone our system uh assumes the
5:22
Pacific time
5:23
zone so if you are not in the Pacific
5:26
time zone then you'll definitely need to
5:28
change this
5:30
because it will be important for
5:32
anything as scheduled will be run off of
5:34
whatever time zone is in here it's going
5:37
to uh force them to be a member tiered
5:41
user when you are adding them so in
5:43
other words not an admin but if you do
5:47
want this person to have admin
5:48
privileges you can change that later
5:50
member level users are going to
5:54
generally have limited scope into seeing
5:57
the content of the CRM to usually just
6:00
being their
6:02
content but if you do want them to see
6:05
more than just stuff that's theirs
6:07
that's where teams come in so stay tuned
6:09
we'll be talking about them if you're if
6:11
you have a texting account you can then
6:14
add a texting subscription at this time
6:17
you can add them to teams we're going to
6:19
go into more details uh in that in a
6:22
minute but as a part of adding the new
6:25
user you are able to add them to teams
6:29
at this
6:30
time office address if you are sending
6:33
mass emails this is important because as
6:36
you can see right here it's required for
6:38
mass emails not enforced by us but
6:41
rather it's um it's an FCC Rule now if
6:45
you as the admin already have an address
6:47
like an office address you can then just
6:51
hit use your own address details and
6:54
this will be thrown right in there
6:57
otherwise you can put in their
7:00
or you can put in whatever their local
7:02
address is right
7:03
here this is also important when you are
7:06
adding a new
7:08
user you'll have this option right here
7:11
of deciding whether you send them the
7:13
user activation email right away like in
7:16
other words right when I hit this okay
7:19
button or you can send it to them later
7:22
on the reason why you might choose to
7:24
not have it sent right away is because
7:26
you might want to be able to uh create
7:30
this user before you actually invite
7:33
them in other words maybe you want to
7:35
share content with them and build out
7:38
their account a little bit
7:41
before you invite them in so in this
7:45
case I'm going to check that right there
7:47
to not invite
7:51
them so there we go now we have three
7:54
users in our account out of
7:57
10 and I can see this tab right here
8:00
admins we got the one admin which is me
8:03
and we've got two member users here so
8:07
this is the one that I just
8:10
added at a glance I'm able to see here
8:14
that this one user right here is not on
8:16
any teams this one right here is on the
8:18
sales
8:19
team and when I hover
8:22
over these user rows I can see a whole
8:27
bunch of options here
8:29
so one of them is to edit the user info
8:32
which will just take us right back to
8:34
where we were right here so on an
8:36
ongoing basis as an admin if you need to
8:39
modify anything here that's how you can
8:42
go about doing that and you're in very
8:43
familiar territory right
8:46
here there's also this admin automations
8:51
button which is something that if you
8:55
haven't encountered this already in the
8:57
system then you can probably just ignore
8:59
it
9:00
um as you can see like I have a sign up
9:02
form for instance that automatically
9:04
copies into any new user that I add to
9:09
the system and so this is showing me
9:11
that that happened right there but if
9:13
it's not familiar to you then you can
9:16
you can safely ignore
9:17
it also this more button right here
9:20
gives us a lot of options like I can
9:22
create a text subscription for this user
9:24
if they have a text subscription I can
9:28
uh give them some one time text credits
9:30
like if they're running low on text
9:31
credits this resend activation email
9:34
this is important because I just created
9:38
this user without sending them that
9:40
activation email so they have no way of
9:42
getting in and creating their own
9:44
password to uh to get going but let's
9:47
say I'm ready now to invite them in this
9:51
resent activation email is how I do
9:54
that uh and then I've got pause user so
9:58
this is used
9:59
if you need to put this user on the back
10:03
burner and no longer be paying for that
10:08
uh or rather um yeah if I don't want to
10:12
be paying full price for this user to be
10:14
in the system anymore but I kind of just
10:15
want to put them in the deep freezer
10:18
this is how I can do that pause user
10:20
it'll cost like $3 a month to just
10:23
maintain this user as if they're active
10:27
um but they they uh they just won't be
10:30
able to send emails and things like that
10:32
so that's what this pause user is for
10:34
and then delete user is how I can make
10:37
them completely inactive so if I do that
10:40
right
10:41
there we can see right here it's going
10:44
to give me a summary of everything
10:46
that's in this user's account like or at
10:48
least like the tallies of how much stuff
10:50
is in
10:52
there and I can then confirm delete and
10:55
decide whether or not I want them to
10:57
receive an email confirmation that their
10:59
account has been
11:03
disabled turn that off confirm
11:08
delete and now I can see that there's an
11:11
inactive user right
11:20
here
11:21
and I can see that they were deactivated
11:24
on this day and there's a reinstate
11:26
button here too so if if I do want to
11:29
bring this user back and hit
11:33
reinstate and it'll just confirm a
11:35
couple of things really
11:37
quickly like if I want to add them to
11:39
teams and I can
11:44
reinstate there we go now they are back
11:47
in the members
11:49
tab so let so we talked a little bit
11:52
here about creating new users and how to
11:56
edit them how to manage them a little
11:57
bit let's talk talk about teams because
12:00
teams are how you share content easily
12:04
and in a very scalable way with your
12:07
users so that's right under here under
12:10
teams in that left side
12:12
barar and you can see right here in this
12:14
account I've created two different teams
12:17
in a way that lots of people use this uh
12:20
use teams which is like different teams
12:22
in the company and so we've got say like
12:26
marketing team sales team and uh what
12:29
this will do is it'll make it so that
12:31
you can just create a new user and have
12:34
them automatically just receive stuff
12:36
that you
12:37
have said in the system that you want
12:41
everybody in these teams to have like
12:44
maybe in the sales team you want them to
12:45
have access to frequently used email
12:49
templates uh or you might want them to
12:52
have access to PDFs and Excel files that
12:58
again are frequently used and shared by
13:01
people that are on in your sales team
13:04
and same goes for marketing or what have
13:06
you so um we can create a new team by
13:11
hitting this ad team button and give it
13:14
a name maybe we could say
13:20
uh management
13:23
team we can uh add categories here which
13:26
is basically just like labeling
13:28
different teams is uh like falling into
13:31
different kinds of categories most
13:33
people don't use
13:35
this and then here we decide what the
13:39
visibility is of of people in these
13:42
teams so it's all about just like
13:44
privacy and whe if you don't want team
13:47
members to be able to see other team
13:49
members or their data that this is how
13:51
you can go about doing it so it's pretty
13:52
much insights that team members will
13:55
have into who else is on that team so
13:58
for instance
13:59
we got the allow members to see other
14:01
members so as you can see right here if
14:05
you are using if if if a member of one
14:07
of these teams is creating a signup form
14:10
they can decide if they want
14:12
notifications to go to somebody else
14:14
that is in that is uh in the account and
14:18
this team would mean that they could see
14:21
that oh hey I want make sure this other
14:23
sales rep gets a notification every
14:25
single time somebody fills out this
14:26
particular form so that's what that
14:28
checkbox would
14:29
do allow members to see other members
14:32
data so as you can see filter views so
14:36
that could be like if you have a contact
14:38
filter view you can set it to uh to be
14:44
able to pull those pull those rules
14:48
across other people's contacts in the
14:51
team so if that's not something that you
14:54
want these team members to be able to do
14:57
just leave that unchecked
14:59
and then allow members to share with
15:01
Team this is the most commonly
15:03
used uh attribute when creating a team
15:08
and so this would be that maybe somebody
15:10
uh in marketing wants to be able to
15:13
create an email template and then share
15:16
it with everybody else in the marketing
15:18
department this is uh you would check
15:22
that if you want your members to be able
15:26
to do this so we're we're going to leave
15:29
it like this right here and then by the
15:31
way if you were to uncheck all of these
15:34
the main reason for that is you want to
15:37
be able to just as an admin share stuff
15:40
with the team and kind of just leave it
15:41
at that and not have the members of this
15:45
team be able to gain any additional
15:49
insights as a as a result being on a
15:53
team so there we go we have now created
15:57
this new team and as you can see you're
16:00
able to edit the team should you change
16:02
your mind about anything that we just
16:04
ran through right
16:05
there and of course there is that trash
16:09
can to delete the team if we want to do
16:12
that now how do we add members to the
16:16
teams well let's do that right now so
16:19
we're going to go into the sales
16:21
team we can see who's already on here we
16:23
can remove them if we
16:26
want we can search right here let's let
16:28
let's say we got a lot of people in our
16:31
account and we don't want to
16:34
visually uh search for somebody you can
16:36
just search right here this add button
16:39
will let me add people to the team that
16:43
are not already on the
16:47
team we hit
16:49
okay and there we go now we have two
16:52
members on this
16:54
team as you might have seen to
16:57
before people can be added to teams from
17:01
the users page as well and you can do
17:05
this in a few different ways you can do
17:07
it just right here um when we're looking
17:09
at users we're looking at the table of
17:12
who all is on here we can just hit those
17:14
little check boxes on the left side next
17:17
to their names and then hit that
17:19
selected button above and either add to
17:22
teams or removed from
17:24
teams so we're going to add all of these
17:26
people to the marketing team now too
17:30
and there we
17:31
go and of course you can edit the teams
17:34
if people are on directly from their
17:37
user edit info page if you click on that
17:42
scroll down to where you see the teams
17:45
and it's just kind of like tags you can
17:48
hit the little X next to the team to
17:51
remove them and then hit okay to
17:54
save all right so I think that covers
17:58
teams at least the basics of them
18:00
they're really powerful for sharing and
18:02
for helping people to be able to
18:04
collaborate um so it's definitely a
18:07
valuable thing as a
18:09
manager but lastly let's talk about the
18:12
billing page right here now again like I
18:14
said this is a demo account so it
18:17
doesn't really have billing hooked up to
18:19
it so it's going to look a little bit
18:21
different for you but this should at
18:23
least help give you the gist so the top
18:27
card right up here this is exactly like
18:29
what we saw on the users page it's
18:31
basically a mirror image of it so um
18:33
we've basically we've already really
18:35
walked through that walking down here
18:38
we've got enhancements so these are just
18:40
additional enhancements that can be
18:42
added to your account things like
18:45
Community you know if you if you use
18:47
Suites in our in our system um for
18:52
basically like building groups and teams
18:54
and collaboration stuff like that um
18:57
Community add-ons can be added from here
18:59
and you can um assign users their own uh
19:03
Community licenses basically from
19:05
here now marketing contacts so if you
19:09
are a big sender of uh of emails and
19:13
texts marketing contacts as you can see
19:16
when we hover over this little I icon
19:19
they are contacts that exist in contact
19:21
lists and thus are used for mass
19:24
communications your you'll see how many
19:26
are in your account right here
19:29
and if you need to make any changes
19:31
there you can just hit this button right
19:33
here to email support or of course in
19:35
the bottom right corner you can um
19:37
message us through the uh messenger and
19:40
we'll be happy to answer any questions
19:42
you have and um add your add additional
19:44
marketing contacts to your account
19:46
should you need that and then also
19:48
social network logins right here unless
19:51
you are an agency doing social media
19:55
management for uh for a lot of clients
19:57
you probably aren't going going to need
20:00
to uh to add this but if you do have
20:03
additional social logins uh that exceed
20:07
like the number of users that you have
20:08
basically then you might need to add
20:11
this and you can see right here add
20:12
logins you just click on that and you
20:13
can handle the billing from
20:15
there um if you need to remove stuff
20:19
just reach out to our support team again
20:21
like bottom right corner um send in a
20:23
message to to the uh to the support team
20:26
and we'll be happy to assist there
20:29
uh one thing we don't see here in my
20:32
account is there's a change payment
20:34
method button that I believe you'll see
20:36
right around here and you can uh you can
20:40
change the card on file uh from
20:43
there and then you'll also see your
20:46
payment history down here below as well
20:49
so any prorated charges that go through
20:50
you'll see here you'll see your history
20:52
of regular subscriptions uh there as
20:55
well um and of course if you have any
20:57
billing questions um don't hesitate to
21:00
reach out to us we'll be happy to answer
21:02
uh your
21:05
questions all right well I think that uh
21:09
about does it I hope that this has been
21:12
helpful just walking through the like
21:15
kind of foundation of your CRM as an
21:18
admin um building your teams adding
21:21
users editing them and managing and re
21:23
billing so um of course if you there's
21:26
anything here that I didn't touch on you
21:28
have questions about definitely reach
21:31
out to our support team we'll be more
21:33
than happy to answer your questions so
21:35
uh thank you very much