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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 set up users. The most common (and simple!) way is by adding them in Salesforce or HubSpot CRM, but you can invite non-CRM users as well based on their Calendar connection.

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

  • User Type = Standard User OR Free Chatter, Community, Admin, etc
  • Active = True
  • Domain = allow-listed (Contact support if the domain is different than your org's default)

If you need to create a new user in Salesforce, our use sync will register them in Chili Piper within 15 minutes. For HubSpot CRM, simply have the user log in to sync their account.

In this article, we'll walk through how to:

User Types and Permissions

We have three 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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You can't toggle a user as Workspace admin if they are already Master Admin since Master Admins have access to all Workspaces.

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

Activate a User

To allocate a seat to a specific user, enable the appropriate product license.

The total number of licenses available will appear at the top of your Active Users page.

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That's a lot of licenses! 

Deactivate a User

To deactivate a user, simply set their license type to "No" for each license. If you want to fully delete a user, a Master Admin can use the API References tool to remove them. 

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If you attempt to downgrade a user's license and they are active in a workspace or a queue for that license type, you will receive a warning message similar to the below confirming 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 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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Handoff users can be in Handoff or Instant Booker workspace types. Instant Booker users can only be in Instant Booker, but not Handoff. An Instant Booker license is included with both Handoff and Concierge licenses.

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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