Users & Permissions

Overview

In MiniCRM, user permissions determine what each team member can see and do in the system. This structure helps keep sensitive data secure and ensures every user only accesses relevant content.

Main User Roles

Owner/Admin

  • Has full access to all features, settings, and data.
  • Can add/remove modules, manage billing, and set user permissions.
  • Typically assigned to the company owner or system administrator.

Manager

  • Access to all records and statistics.
  • Can edit sales processes and view colleagues’ tasks and data.
  • Ideal for team leaders or department heads.

User (Field Rep / Salesperson)

  • Can view and edit only the records assigned to them.
  • Doesn’t see other users’ data unless explicitly shared.
  • Perfect for sales reps or customer support agents.

External User (limited access)

  • View-only or limited rights, depending on configuration.
  • Not counted as a paid user.
  • Often used for partners, contractors, or third-party collaborators.

Custom Permissions

  • Permissions can be customized on a per-user basis.
  • Admins can allow or restrict access to modules (like “Sales,” “Support,” “Projects”) and specific features (like reports or billing).

Tips:

  • Always follow the “minimum necessary access” rule – only grant the rights each user needs to work.
  • You can test roles by logging in with test accounts or adjusting settings for clarity.

User Activation & Deactivation

In MiniCRM, you can easily activate or deactivate user accounts. This is useful when employees join or leave your company, or if licenses need to be reassigned.

Activating a User

  1. Go to Settings » Users.
  2. Click “Invite User” or activate a previously deactivated user.
  3. Enter their name and email address.
  4. Assign a role and send the invitation.
  5. Once the user accepts the email invite and sets up a password, they will have access according to their permissions.

Deactivating a User

  1. Go to Settings » Users.
  2. Select the user you want to deactivate.
  3. Click “Deactivate.”

This will:

  • Revoke their access immediately.
  • Keep their previous tasks and records in the system (nothing gets deleted).
  • Free up one license seat, which you can assign to someone else.

Notes:

  • Deactivated users are not deleted – their data remains safe and accessible.
  • Reactivation is possible any time with one click.
  • Licensing fees are only charged for active users, so deactivating unused accounts is cost-effective.

Summary

User Roles & Permissions: You can define who sees what and who can do what. Choose from Admin, Manager, User, or External roles.
Activation/Deactivation: Users can be added or removed easily without losing data. Deactivation is reversible and helps manage licenses efficiently.