User Management

Managing your team in Chili Piper has never been easier.

Chili Piper can set up users in a couple of ways. The most common (and simple!) way is by adding them in Salesforce or HubSpot CRM, but you can invite non-CRM users 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, have the user log in to sync their account.

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

• User CRM Sync
• User Types and Permissions
• Activate or Deactivate a User
• Enable or Disable a User In a Workspace
• Enable a Workspace Admin
• Download a list of Active Users
• Filtering the Active Users List

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User CRM Sync

Chili Piper periodically syncs all the users from your CRM (Salesforce or HubSpot) and adds them to the Users Table if they have an active profile in their CRM.

If the user gets deactivated in the CRM, Chili Piper will remove them from the user list once the new sync runs.

Domain Update

If you are looking to update the domain of your emails, you can easily do that by:

• Updating the emails in your CRM;
• Letting the Chili Piper team know about the new domain so we can add it to your org's allowlist;

There is no extra work on either side. Chili Piper can recognize the domain change and update the users with the new email address.

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User Types and Permissions

We have three user types in Chili Piper:

• Super Admin
• Workspace admin
• User

Super Admin

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

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

Super Admin's 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:

You can't toggle a user as Workspace admin if they are already Super Admin since Super 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

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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.

Each user has a license section that allows you to assign a license with the click of a button.

The Instant Booker (IB) license is inherited automatically if you assign any of the Handoff, Concierge, or Distro licenses to that user. 

Deactivate a User

To deactivate a user, simply hover over the appropriate license button next to the user and click "Revoke". 

This will remove that user from any workspaces that require that license type as well as any queues or teams within that workspace.

If they had an Instant Booker (IB) license provided by a different license type such as Handoff, Concierge, or Distro, removing the license to those products will also automatically remove the IB license as well. 

If you want to fully delete a user, a Super 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 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: 

In the example above, the "Assign IB License" button will be shown if their inherited IB license is about to be removed as well. You can assign them a dedicated IB license to prevent this from happening by using this option.

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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:

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:

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 Super Admin will have access to all workspaces and doesn't need to be added to them individually. 

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Monitor Personal Integrations 

In the Users table you can check the status of each individual integration such as CRM, Calendar, Zoom, Gong, Webex and so on. It's a good way to monitor if you reps are properly connected to their apps inside Chili Piper: 

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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 Super 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:

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: Super Admin OR Regular User
• Personal Link
• Enabled workspace(s): TRUE/FALSE

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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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Workspace Bulk Update

Super Admins can add and remove users from Workspaces in bulk from Admin Center > User Table.

 

 

Note that it's possible to make bulk updates in other fields too, like making users Super Admins, assigning licenses, and changing the default workspace. 

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