👥 How to Add Team Members to Your CRM & Set Up User Permissions

Need to add employees, VAs, or team members to The REI Pulse CRM? Here's how to set them up with the right access and permissions.

How to Add a Team Member

Step 1: Click Settings in the left sidebar

Step 2: Click My Staff

Step 3: Click Add User or Add Employee

Step 4: Fill in their basic info:

• First name

• Last name

• Email address

• Phone number

Step 5: Assign a calendar (optional - the system will create one for them automatically if you skip this)

Step 6: Click Save

The system will send them an email invitation to set up their login.

Setting Up Roles and Permissions

This is where you control what your team member can see and do. Getting this right keeps things simple for them and secure for you.

Step 1: In the team member's profile, go to Roles and Permissions

Step 2: Choose the role type:

• Admin - Full access to everything

• User - Limited access (you choose what they see)

Step 3: Toggle features ON or OFF based on what they need

Recommended Permissions Based on Roles

💡 Why restrict access? The REI Pulse CRM has a lot of features. If you give someone access to everything, they'll see dozens of tabs and get confused. Keep it simple - only show them what they actually need to do their job.

Restricting Data Visibility

Want a team member to only see the deals assigned to them?

Step 1: Go to their Roles and Permissions

Step 2: Find Restrict data visibility to only assigned data

Step 3: Turn it ON

Now they'll only see contacts and opportunities that are specifically assigned to them. They won't see anyone else's deals.

Turn this OFF if you want them to see everything in the pipeline.

Setting Up Their Phone and Call Settings

Step 1: In the team member's profile, click Call and Voicemail Settings

Step 2: Assign them a phone number from the dropdown (you need to have phone numbers already purchased)

Step 3: Set where their calls should ring:

• Mobile app (recommended)

• Web app

• External phone number

Step 4: Set the Incoming Call Timeout to 20 seconds or more

💡 Pro Tip: Route calls to the mobile app. Everyone has their phone on them at all times, and it trains your team to respond quickly even when they're away from the computer.

What Gets Created Automatically

When you add a team member, the system automatically creates:

• Their personal calendar

• Their user profile

• Their notification settings

You can go back and customize all of this after they're added.

What Team Members Can Control Themselves

Once they log in, team members can manage their own:

• Profile photo and info

• Calendar availability

• Notification settings

• Connected calendars (Google Calendar, etc.)

• Email signature

You can also access and update these settings for them from the My Staff section.

Pro Tips

• Start with less access, add more later - It's easier to give someone more permissions than to take them away

• Create clear role templates - If you hire multiple acquisitions people, set up permissions once and copy them

• Use descriptive names for phone numbers - Name them "John - Acquisitions Line" so you know whose is whose

• Assign dedicated phone numbers - Each team member should have their own number for tracking purposes

Troubleshooting

Team member didn't get the invite email? → Check their spam folder. You can also resend the invitation from their profile.

Can't assign a phone number? → You need to purchase phone numbers first before you can assign them. Go to Settings > Phone Numbers to buy one.

Team member seeing too much or too little? → Go back to Roles and Permissions and adjust the toggles.

Calendar not showing up? → The system creates a personal calendar automatically. Go to their profile and assign it under Calendar Configuration.

Need more help? Chat with our team, Post in The Pulse Community, or join our weekly live support call!