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User Management

Liz Pouya
  • Updated

Managing your team in Chili Piper has never been easier 👏

There are a couple of ways in which Chili Piper can setup users. The most common (and simple!) way is by adding them in Salesforce, but you can invite non SFDC users as well.

If you've added them to Salesforce, have them go through Chilipiper.com, choose Login from the top right hand side of the screen, then select Sign in with Salesforce. Users will be able to login if they meeting the following conditions:

  • User Type = Standard User OR Free Chatter
  • Active = True

If you need to create a new user in Salesforce, our use sync will register them in Chili Piper within 15 minutes.

In this article we'll walk through how to:

User Types and Permissions

We have 3 user types in Chili Piper:

  • Master admin
  • Workspace admin
  • User

Master admin

These users are given the maximum permissions in Chili Piper. The first user to create your Chili Piper account will be a Master Admin by default, any subsequent admins will need to be enabled by this user. 

You can enable a user as a Master Admin by switching the toggle to the on state under the Master Admin column:

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Master admins global permissions to edit and manage every aspect of your Chili Piper instance, including managing all users and licenses, all workspaces (and workspace assets), admin-level integrations, and more.

Workspace Admins

These users can be set within each Workspace under Users:

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Workspace admins have the following permissions:

  • Create/Edit the following Workspace Assets:
    • Reports
    • Queues
    • Meeting Types
    • Reminders
    • Routers
    • Workspace Settings
    • CSS Preferences
    • Manage and edit a user's working hours
  • View the following:
    • Forms
    • User Management 

Users

Have the following permissions:

  • Personal Settings including schedules
  • Personal meeting types, booking links, and reminders

Activate or Deactivate a User

All users are created through our Salesforce sync, this occurs every 15 minutes. As mentioned above, anyone who is a Standard or Chatter Free User Type in your Salesforce instance and marked as Active = True will be shown in the User Management UI.

You will see a full list of all your active Salesforce users, but this does not mean that they are currently taking up a seat in Salesforce. 

In the right-side panel of User Management, you will see all of your purchased apps. The number below it shows the current number of seats being used for that app out of the total number of licenses available.

Activate a User

To allocate a seat to a specific user, enable the appropriate product license. In the example below, we have 156 Hot licenses and 11 Spicy licenses that can be allocated to a user.

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Deactivate a User

To deactivate a user, simply set their license type to "Free". If you want to fully delete a user, a Master Admin can use the API References tool to remove them. 

If you attempt to downgrade a user's license, and they are active in a workspace for a different license type, you will receive a warning message to confirm that you want to remove them from those workspaces: 

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Enable or Disable a User from a Workspace

Workspaces allow you to separate out teams by role or function so that everyone is only able to access what's relevant to them such as Marketing, Sales, Customer Success, Account Managers, etc. The default workspace is CRM, you can change the name of this Workspace and add others. In Active Users, you will find your workspaces in the left side panel:

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Default Workspace is the starting point for all users - some settings, such as the default guest form and meeting types will populate based on this default.

The workspaces column will allow you to check multiple workspaces the user will be in:

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Hot users can be in Hot, Spicy, or Free workspace types. Spicy users can be in Spicy or Free, but not Hot.

By default, a Master Admin will be toggled as on across all workspaces.

Enable a Workspace Admin

A Workspace Admin has the following permissions:

  • Admin Center Access (User Management, Integrations, API References)
  • License Activation/Deactivation (cannot enable/disable Master admins)
  • Full access to Workspace where their user is an admin
  • No access to creating new Workspaces or editing Workspace names

To enable a Workspace Admin, navigate to User Settings under the relevant Workspaces, find the user and toggle them as ON under Admin

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Download a List of Active Users

Should you need to audit your active users or share license usage with another person on your team, you can Download a CSV of this information here:

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The CSV will include:

  • User Name
  • User Email
  • License enabled by product: TRUE/FALSE
  • Last Login
  • Last Meeting Booked
  • Last Meeting Received
  • Active: TRUE/FALSE
  • User Type: Master Admin OR Regular User
  • Personal Link
  • Enabled workspace(s): TRUE/FALSE

Filtering the Active Users List

If you want to see a quick view of users based on their license type and / or their default workspace, you can adjust the filters accordingly:

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