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).
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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
APIturn users.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.
