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