User management

Summary

Use User management to manage your licences and users in Sage Sales Management. Invite team members, update their details, or deactivate their accounts.

Understand licences and users

A licence gives one person access to Sage Sales Management. A user is the person you assign that licence to.

Purchase one licence for each person who needs to use the application.

User roles in the Starter plan

In Starter, assign each user one of the following roles.

Sales rep

Sales representatives view and manage only their own data. This role excludes access to other users’ data.

Manager

A manager views and manage the activity and data of all sales representatives in their team.

Admin

Administrators manage account settings and users. They create fields, add team members, and view all user data in the account.

A user’s role determines which accounts, contacts and other records they see. Update the role when their responsibilities change.

Features available to each role

Category	Feature	Admin	Manager	Sales rep
Billing	Payment page	Yes	No	No
Billing	Billing history	Yes	No	No
Configuration	Web configuration	Yes	No	Yes
Configuration	Admin configuration	No	No	No
Configuration	Contextual configuration	Yes	No	No
Configuration	User invitations	Yes	No	No
Configuration	User role configuration	Yes	No	No
Configuration	User management	Yes	No	No

Hierarchy and visibility

Role	Hierarchy level	Data visibility
Admin	Top	All user data in the account
Manager	Middle	All sales representatives’ data in their team
Sales rep	Lower	Own data, within the hierarchy

Access to entities and features

Entity or feature	Admin	Manager	Sales rep
Accounts	Yes	Yes	Yes
Contacts	Yes	Yes	Yes
Opportunities	Yes	Yes	Yes
Calendar	Yes	Yes	Yes
Activities	Yes	Yes	Yes
Documents	Yes	Yes	Yes
Reports	Yes	Yes	Yes
Sales analytics	Yes	Yes	Yes

Each role’s visibility rules still apply when users open these areas.

Users in Essential

Essential uses a flat hierarchy. Every user has the Admin role and sees all other users’ information in the account.

Invite a new user

Open your profile and go to Settings.
Select User management.
Check your plan name and the number of purchased licences. You’ll also see how many licences your team currently uses.
Select Invite users at the top right.
Enter the new user’s email address.
Select Send invitations.

Sage Sales Management sends an invitation email. The recipient follows the link, sets a password, and accepts the terms and conditions to activate their account.

In Starter, new users start with the Sales rep role. Change their role after they accept the invitation.

Manage pending invitations

The user remains in Pending status until they activate their account. Their licence remains unused during this time.

To send a reminder, hover over the user and select Resend invitation.

If the email address contains an error, revoke the invitation. Also, revoke invitations for people who no longer need access.

Deactivate a user

Deactivate an account when someone leaves your organisation or no longer needs access.

Hover over the active user.
Select Deactivate the user.

The account changes to Deactivated status, freeing a licence for another user.

To reuse the licence:

Select Invite users to invite someone new.
Hover over a deactivated user and select Activate user to restore their access.

Edit a user

Hover over the user and select Edit.

Update their details as needed:

Name.
Last name.
Email address.
Role in Starter.

Use the activation and deactivation options to manage their access.

Purchase more licences

When all purchased licences are in use, Sage Sales Management disables Invite user. Upgrade your plan to add more users.

Select Compare your plan. Alternatively, select the information icon next to your current plan and user limit.
Review the available plans.
Select Buy now for the plan you want.
In the payment window, choose the number of licences.
Confirm your purchase using your payment details.

Manage users in the mobile app

The mobile app provides the same user management tasks as the web application.

Open User management on Android

Open the main menu.
Tap the arrow next to your name to display Settings.
Select User management.

Open User management on iOS

Open the main menu.
Select Settings.
Select User management.

Check user status

On both Android and iOS, the user list groups accounts by status.

Status	Meaning
Pending	You’ve sent an invitation, but the recipient hasn’t accepted.
Active	The user has accepted the invitation and has access to Sage Sales Management.
Inactive	You’ve deactivated the user’s account, for example, after they leave the organisation or during an absence.

Invite a user

Tap + to open the invitation form. Enter the new user’s email address and send the invitation.

Manage a pending invitation

Open the pending user’s profile.

Revoke the invitation if the email address is incorrect.
Resend the invitation if the recipient hasn’t found the email.

Deactivate or reactivate a user

Open the user’s profile and choose the action that matches their situation.

Deactivate an active user when they leave the organisation or no longer need access.
Reactivate an inactive user when they return or need access again.