User management
Invite by email, watch seat usage, and manage active, invited or deactivated users separately.
Clienta users and access
CRM user permissions
Complete control of what the team can see and do.
When everyone shares one login, or everyone sees every customer, data safety and ownership both break down. A seller should move their own work forward; a manager should see the full picture — without opening another branch’s records.
In Clienta you invite members, assign permission sets and build visibility groups. You decide who can create deals, who can read other people’s reports, and which pipelines each team can open.
- Permissions and visibility kept separate
- Email invites, no shared login
- Built-in and custom roles
What are CRM user permissions?
Access works when seeing data is separate from doing the work.
A label of “admin” or “member” is not enough. You need to say whether a seller edits only their deals or other people’s too, whether they can export, and whether another branch’s pipeline is even visible. Permission sets define allowed actions; visibility groups define the data range.
- Permission sets decide what a user can do
- Visibility groups decide which deals, contacts and pipelines they see
- Team filters are for reporting; they do not restrict data access
Clienta user permission features
From inviting members to roles, visibility and team filters
Permission sets
Use built-in roles such as deals admin and regular user, or copy a custom set for a senior seller.
Visibility groups
Separate teams or branches; limit visible pipelines and set default visibility for new deals and contacts.
Visibility hierarchy
Add a parent group so a regional manager sees subgroup data without opening the whole workspace.
Team filters
Create a Tehran sales team for reports and goals; the filter does not restrict what people can see.
Compare roles
Put two permission sets side by side so the difference between seller and manager is clear before you assign them.
What to look for in CRM access control
Permissions should stop mistakes without locking the seller’s day.
If a role is only a label, everyone still sees everything. If everything is locked, a seller waits on a manager for a simple edit. The right tool keeps seeing and doing separate.
Permissions separate from visibility
Being able to create a deal is not the same as seeing other people’s deals. Do not mix those in one switch.
Roles you can copy
Built-in roles are a starting point; a real team needs a custom copy of the same set.
Pipeline limits
A branch should not see another branch’s pipeline on the board, even when they share a workspace.
Invites instead of a shared login
A shared account breaks history and you cannot tell who changed a deal.
Teams for reporting, not for locking data
Team filters help with goals and insights; data limits should come from visibility groups.
Software feature
Build permission sets that say what each role is allowed to do.
Built-in sets such as deals admin and regular user are the starting point and cannot be edited. For a senior seller you duplicate the set and change toggles for adding deals, editing others, deleting, converting or exporting.
- Separate permissions for deals, leads, contacts, activities, reports and projects
- Built-in sets are read-only; customize by duplicating
- Compare two sets before assigning them to several users
- Assign roles on the users tab; here you only see who is on each set
Software feature
See users in one list and change access there.
The user list shows who is active, when they last signed in, and which deals and global permission sets they have. You see seat usage, export the list and edit access without jumping between screens.
- Email invites and separate active, invited and deactivated lists
- Deals and global roles on the same row
- Seat counts: used, purchased and available
- Export when access needs to be reviewed outside the CRM
From invite to daily work
Set access once, then let the team work inside its own range.
You invite the member, assign a role and choose a visibility group. From then on, the seller sees the data their work actually needs.
- 1
You invite the user
You send an email, a seat is used, and invited status stays separate until the first sign-in. No shared login.
- 2
You assign permission sets
Deals, global features and, if needed, projects are set separately: add, edit others, delete, export and reports.
- 3
You choose a visibility group
Move the user to the default group or a branch group, then set visible pipelines and default item visibility.
- 4
You add a team for reporting
If you want team goals or insight filters, create a team filter — without changing the data range.
Software feature
Customize visibility so each team only sees its own data.
A one-size setting either hides too much or exposes sensitive records. With visibility groups you separate a branch or region, limit visible pipelines and set the default visibility of a new deal to the owner’s group.
- Default group for new users; custom groups for branches and regions
- Parent groups for a regional manager’s visibility hierarchy
- Limit pipelines in lists and on the board
- Item defaults: owner only, owner’s group, subgroups or all users
Software feature
Create teams for reporting and goals — not to lock data.
A sales manager wants Tehran’s performance separately, without changing who can open a customer. Team filters apply in pipeline, list and Insights. Record visibility still comes from visibility groups — keep the two apart.
- Name, manager and members in one form
- Use as a filter in pipeline, list and Insights
- Track a shared goal on the same team
- Teams do not restrict data; use visibility groups for that
One workspace, three access views
Each role sees the same workspace inside its own range.
Sales manager
Do I see the full pipeline, who can edit other people’s deals, and does each branch stay in its own data?
Sales representative
I can see my customers and deals and keep working; unrelated records stay closed.
CEO
Has the shared login stopped, is customer data limited, and does every change belong to one person?
Frequently asked questions
User permissions and visibility FAQs
How do I add custom roles and permissions in Clienta?
Go to Settings > Users & access > Permission sets. You will see built-in roles such as deals admin and regular user. To customize, click + Permission set to copy a set and change the toggles. Premium includes up to 15 custom sets and Ultimate up to 25; Lite and Growth keep the defaults only.
How do I assign permission sets to several users?
On the Users and access tab, select people and edit access. Most users need one deals set and one global set. Assignment happens in the user list; the Permission sets tab only shows who is already on each set.
What is the difference between permission sets and visibility groups?
Permission sets say what a user can do: create deals, edit other people’s work, delete, export or view reports. Visibility groups say which data they see: their group’s deals, a branch pipeline, or only items they own. Keep the two separate so sellers can work without opening unrelated records.
Do team filters restrict data access?
No. Teams are for reporting, pipeline filters and shared goals. If a branch should not see another branch’s customers, use a visibility group — not a team filter.
How do I limit deal and contact visibility?
Create a visibility group, move the user into it and choose which pipelines are visible. Set default visibility for new items to the owner’s group, owner only, subgroups or all users. Existing items are not changed by that default.
Do I need to share one login with the team?
No. Invite each person by email so sign-in, history and ownership stay separate. Seat usage is on the same users page, and you deactivate someone when they leave the team.
Run the team without a shared login or uncontrolled access.
Start free for 14 days, invite a teammate, set a role and visibility group, and confirm each person only sees the data they need.