Feature
CRM Roles and Permissions for Your Whole Team
Give everyone their own login, decide what each role can see and change, and keep every lead and note tied to a real person.
The short answer
How do CRM roles and permissions work in AliveCRM?
CRM roles and permissions in AliveCRM control who can see and change what. Each company defines its own roles, and each role gets view, create, edit, delete and manage rights per area, such as leads, forms, reports and users. A "self only" option limits a user to the leads assigned to them.
A CRM only works if the whole team is in it and the data can be trusted. That rests on a few unglamorous basics: everyone has their own login, everyone sees the right slice of data, and every change is tied to a person.
Signs your access setup needs work
- Two people share one login, so nobody knows who changed what.
- A new rep can delete leads on their first day.
- Every rep can see and export the full customer list.
- A leaver's leads disappear with their account.
How It Works
Adding a New Team Member
Three steps, and the role does the rest.
Users
One Login per Person
Everyone works in one company account, each signing in as themselves. New users get an email to verify their address and set their own password, so every note and status change is tied to a real person.
- Many users under one company
- Own login and password each
- Email verification for new users
Rahul Sharma
Example Technologies
Roles
Custom Roles With Per-Area Rights
Name roles to match your business and give each one view, create, edit, delete and manage rights for areas such as leads, forms, reports and users. Menus and buttons a role cannot use are disabled, with a note explaining why.
- Custom roles per company
- Five rights per area
- Disabled buttons explain themselves
Visibility
"Self Only" Lead Visibility
Turn on "self only" for a role and its users see just the leads assigned to them, while managers and admins see everyone's. It keeps reps focused on their own list and stops the full customer list being visible to every login.
- Reps see their own leads
- Managers and admins see all
- Set per role, not per person
Rahul Sharma
Example Technologies
Security
Two-Factor Login and Clean Handovers
Two-factor login adds a second check at sign-in. When someone leaves, deactivate their account: their leads, notes and history stay in the CRM and can be reassigned, one lead at a time, to the rest of the team.
- Two-factor login
- Deactivate without losing data
- Last login per user in reports
Rahul Sharma
Example Technologies
Who It Is For
Who Needs Roles and Permissions
Growing sales teams
New reps join every few months. Pick a role for each one instead of setting permissions person by person.
Owners protecting customer data
Keep the full customer list, exports and deletion rights with a small group, and give reps only their own leads.
Teams with channel partners
Give partner agents a limited role and "self only" visibility so they work their leads and nothing else.
Teams with staff turnover
Deactivate leavers and reassign their leads, with the full history kept so customers never notice the change.
Honest limits
What User Management Does Not Do
There is no single sign-on with Google Workspace or Microsoft, no IP restriction and no field-level permissions. Users per account depend on your plan. Reassigning a leaver's leads is done one lead at a time, so plan a little time for handovers in larger teams.
Bring Your Whole Team Into One CRM
Start a 7-day free trial, then add your team on a paid plan.
FAQ
Frequently Asked Questions
It depends on your plan. The 7-day free trial includes one user, and each paid plan includes more, rising with the plan. The pricing page lists the current limits. Every user gets their own login under the one company account, and you can deactivate users you no longer need.
Yes. Roles are defined per company, so you can name them to match your structure, such as Sales Rep, Team Lead or Partner, and set the rights each one gets. Rights attach to the role, so onboarding a new person is a single choice rather than a checklist.
It limits users in that role to the leads assigned to them. They do not see other reps' leads in lists, searches or the board, while managers and admins still see everything. It is the simplest way to stop two reps working the same customer.
Deactivate the user and their leads stay in the CRM with every note and status change. Reassign them to other team members one lead at a time so follow-up continues. If an auto-assignment rule pointed at that user, it falls back to round-robin.
Yes. Two-factor login adds a second check after the password, which protects customer data if a password is guessed or reused elsewhere. It matters more as the team grows and more people have access to your leads and contacts, so many owners turn it on before inviting the team.