Managing Users
What a user is
Anyone who signs into the CRM has a user record. Each person should have their own account — never a shared login. Individual accounts keep the activity history accurate (who logged which session, who changed what) and let you remove someone's access cleanly when they leave.
Types of user
| Type | Who it's for |
|---|---|
| Regular user | Staff and mentors who sign in and do everyday work. |
| Administrator | Can reach the Administration panel and change system settings. Grant this to as few people as possible. |
| API user | Non-human accounts used by integrations (e.g. the website or documentation tooling). You'll rarely create these. |
| Portal user | External people using a limited portal, if CBM uses one. |
Adding a user
- Administration → Users → Create User.
- Enter their name, User Name, and Email Address.
- Set the Teams and Roles that match their job — this is what controls what they can see and do (see Roles, Teams & Permissions).
- Decide whether they're an administrator (usually no).
- Save — then either set a password or have the CRM email them a setup link (recommended if email is configured).
Get teams and roles right at creation time. They govern the user's access; skip them and the person may see far too much or too little.
Resetting a password
- Open the user → Actions / ⋮ menu → Change Password, or
- Have the person use "Forgot password?" on the login screen (requires outbound email — see Chapter 5 — Integrations).
When someone leaves: deactivate, don't delete
- Open the user and turn Is Active off. This blocks sign-in but keeps all their history intact and correctly attributed.
- Avoid deleting users — deletion can orphan or reassign the records they created. Deactivating is almost always the right move.
Deactivate first. You can always reactivate; undoing a delete is far harder.