Scaling a business takes a village, or at least a really well-organized team. While the Business Profile handles company-wide logistics and My Profile keeps your personal space in order, the My Staff section is where you manage the human engine behind your operations.
As an account owner or administrator, this panel allows you to invite new team members, control exactly what they can see or modify, route leads to specific salespeople, and configure individual employee schedules.
1. Adding a Team Member (User Info)
To bring a new employee, VA, or contractor into your platform, you will begin by filling out their baseline identity block.
- First & Last Name: Enter your team member's name. This will appear internally on task assignments and externally when they communicate with leads.
- Email & Phone Number: Input their primary business email and direct mobile number.
- Why it matters: The email acts as their unique login credential. The system will send an automated invitation containing their temporary password to this address.
- User Password: You can manually set a temporary password for them or let the system auto-generate one. They will have the ability to update this securely inside their own profile settings once they log in.
2. User Roles (Hierarchy & Control)
Not all users are created equal. You need to assign an account hierarchy to protect your settings and data structure.
- Admin: Admins have full, unrestricted access to the entire sub-account. They can change billing configurations, alter company-wide workflows, add or delete staff, and modify integrations.
Pro-Tip
Reserve this role for business owners, partners, or trusted project managers.
- User: Users can view contacts, manage pipelines, reply to messages, and run daily operations. However, they cannot edit core system settings, delete main assets, or access global account management tabs.
3. User Permissions (Who Sees What)
This matrix allows you to turn specific system features on or off for individual team members. If you want a clean interface for your staff without overwhelming them, toggle off the tabs they don't use.
Key toggles include:
- Only Show Assigned Contacts: This is highly recommended for sales teams. When enabled, the user can only see and text leads explicitly assigned to them. They will be completely blind to your master contact database, protecting your intellectual property and client list.
- Campaigns, Triggers, & Workflows: Toggle these off if you want to prevent team members from accidentally altering or breaking your automated text/email sequences.
- Adwords/Facebook Reporting, Invoicing, & Funnels: Hide financial tracking or asset builders from standard staff members who only need to focus on lead conversation.
4. Call & Voicemail Settings
If your team handles inbound and outbound client communications, configuring this block ensures phone calls are routed gracefully.
- Twilio/LeadPhone Number Assignment: Assign a dedicated system phone number to this specific employee. When they text or call a client from the mobile app or dashboard, it will use this distinct line.
- Forwarding Number: If a team member works on the road, you can enter their personal cell phone number here to seamlessly forward incoming business calls to their device.
- User Voicemail Drop: Upload an MP3 or WAV recording unique to this staff member. If a client calls their direct line and they don't pick up, the system will bypass the company-wide greeting and play this personalized individual voicemail instead.
5. User Availability & Meeting Locations
To maximize your automated scheduling links (like round-robin calendars that distribute leads evenly among your sales staff), each user needs their availability configured.
- Meeting Location: Choose how this team member handles meetings. You can insert a permanent Zoom link, Google Meet URL, or a custom physical address. When a client books an appointment with them, the system dynamically injects this specific link into the calendar invitation.
- Time Zone & User Hours: Set the individual employee's working hours (e.g., Eastern vs. Pacific Time) to ensure the system never schedules a meeting for them outside their local shifts.
💾 Saving Team Changes
When adding or editing staff members, look for the Save button at the bottom right corner of the user popup panel. Always click save before toggling to a different tab within the configuration menu to ensure permissions and settings lock in correctly!