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If you’ve started using Shape and want to get your team involved, you may invite them to work in your Shape Software account by adding them as a user. You can add users by clicking on the gear icon for “Settings” in the top right corner of your screen – this defaults to the “Manage Users” settings page.
Note: Managing users is limited to upper role permissions. Regular users do not have access to manage users by default in Shape Software best practices settings.
From the “Manage Users” settings page, you can add other people to your account by clicking the “Add Users” button, found in the top right corner of the page. The Add users popup will then open.
Manage Users:https://secure.setshape.com/users
On the popup, fill in the user’s information, select the desired role and department, and choose the desired area code for the new user’s Shape phone number (if applicable).
Call & Text Details
That new number will be the user’s caller ID number for both call and text, but inbound calls will forward to the user’s personal phone number entered into the “Phone” field.
Shape will send an invitation email to your invited users. They will be able to sign into the company Shape account that you have asked them to join using their email address and a temporary password.
Shape has 4-5 user roles, depending on whether or not your system has the customer portal add-on. These roles are defined below, starting with the most restricted access and progressing to the most open access. The role permissions are designed based on best practices, but can be adjusted through settings to meet the needs of your specific organization.
Because portal users do not have the same capabilities as a typical user, manager, director, or admin in Shape, they are billed at a cheaper monthly licensing cost. Portal users are designed to process applications and customer documents through the customer portal and update assigned records.
Primary Portal User Capabilities
Not Supported in Portal Role
The “User” role has access to all functions needed to perform day-to-day tasks, and should make up the majority of your user base. By default, users can only view and edit their own assigned records and have very restricted access to the settings pages to stop employees from changing company-wide standards.
Primary User Capabilities
Not Supported in User Role
The “Manager” role has access to all the same daily functions as users, but can also be assigned to a “Team” of users to oversee performance. Managers can view and edit their own assigned records plus the team members they supervise by default. Managers have some control over settings relevant to ensuring that users are performing well, but they do not have control over high level admin-specific pages.
Primary Manager Capabilities
Not Supported in Manager Role
A “Director,” like a “Manager,” has access to all of the same everyday operations as users, but can also be assigned to a “Team” of users to oversee performance. Directors usually have more control over a larger number of users than managers and have more access to settings. Directors can view and update their own assigned records as well as the team members they supervise by default. The only role with a higher authorization level is admin.
Primary Director Capabilities
Not Supported in Director Role
The admin role is the highest role permission available. This user authorization has no access restrictions and can view and edit all records, settings pages, and perform any task available on Shape Software. For security and consistency, it is suggested that the system have one system administrator.
Using the “User Settings” table on the “Manage Users” settings page, admins – or user roles with access to this settings page – can oversee and adjust the following user settings:
The below options enable you to further adjust what each user role is capable of across the system. Please note these functions each have their own settings pages that are linked below for convenience:
You can open or restrict access to view records within the system via the “Record Visibility by Role” settings page.
You can open or restrict access to user roles to manage higher-level settings page within the system via the “Role Permissions” settings page. It is not recommended to open up permissions to many users, as this can cause consistency and security issues.
If you would like to have different user roles have the ability to assign, and re-assign records to other users, you can open up permissions via the “Record Assignment Permissions” settings page:
Note: It is recommended to only have 1 user set to the “Admin” role in your system. This helps with user accountability and data security!
Shape charges month-to-month license fees based on the number of users on your system. If you add a user mid-month, you will be charged the pro-rated amount for the user license fee based on your next billing date.
Change user caller ID numbers
You can change users’ caller ID numbers via the “Manage Phone Settings” page
https://secure.setshape.com/manage-call-settings
Change inbound call routes
You can change inbound call rules via the “Inbound Call Routing” settings page linked here:
Yes, you can hide certain record types (contact organization in the gradient navigation bar) based on the department via the “Manage Departments” settings page
Once you delete or deactivate a user, you will no longer be billed on a move-forward basis. If you do see a user charge on your next bill, it is the prorated amount for cancelling the user mid-month.
Keywords: user, list, add user, delete user, user list toggles, call availability, lead acceptance, portal user, local presence
