Managing Users

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Neptune CRM Location: Admin > Users

Admin Access Required

The Users page is where you manage all team members who have access to NeptuneCRM. Here you can add new users, edit existing users, assign roles, configure permissions, and manage user accounts across your organization.

Overview

The Users page displays all team members in a table format with the following information:

  • Name: The user’s full name (click to edit)
  • Job Title: Their role in your organization
  • Role: Their NeptuneCRM access level (Admin, Consultant, Coordinator, or Contractor)
  • Status: Active users or Disabled users (shown with a red “Disabled” tag)

Key Features:

  • Add new users and contractors
  • Edit user details and permissions
  • Assign roles to control access levels
  • Change user email addresses
  • Send password reset emails
  • Enable/disable user accounts
  • Track seat usage against your plan limits

User Seats and Plan Limits

NeptuneCRM plans include a specific number of user seats based on your subscription tier. The Users page displays your current seat usage at the top:

Seat Usage Display:

  • Regular Users: Shows used/total seats (e.g., “5/10”)
  • Contractors: Shows used/total contractor seats (if applicable to your plan)
  • Limit Reached: Red warning when you’ve used all available seats

Seat Types:

  1. Regular User Seats: Count towards your plan limit

    • Applies to: Admin, Consultant, and Coordinator roles
    • Counted when the user account is active

  2. Contractor Seats: Separate allocation for contractors

    • Only available on certain plans
    • Contractors can only access the mobile app, not the web application

What Happens When Seats Are Full:

  • The “Add User” or “Add Contractor” button will be disabled
  • Clicking the button shows a modal explaining your current usage and upgrade options
  • You must either disable an existing user or upgrade your plan to add new users

Adding a New User

To create a new regular user (Admin, Consultant, or Coordinator):

  1. Click the User button (with plus icon) in the top right corner

  2. If you’ve reached your seat limit, you’ll see a modal explaining your options

  3. A drawer will open on the right side of the screen

  4. Fill in the required information:

    • Full name: The user’s complete name
    • Job title: Their position in your organization
    • Role: Select Admin, Consultant, or Coordinator
    • Phone: Their contact number (optional but recommended)
    • Email: Their email address (will be their login username)
    • Commission (%): Their commission percentage for proposal calculations
    • User colour: Select a color to identify them in the planner and calendar views
    • Can have customers: Check if this user should appear in consultant assignment dropdowns
    • Can view costs: Check if this user should see financial data in proposals
    • Account enabled: Check to make the account active immediately

  5. Click Save to create the user

What Happens Next:

  • A temporary password is automatically generated
  • The user receives an email with their login credentials
  • They must reset their password on first login
  • The user appears in the users table
  • They can immediately log in using their email and temporary password

Adding a New Contractor

Contractors are field workers who only access the mobile app.

To create a new contractor:

  1. Click the Contractor button in the top right corner (only visible if your plan includes contractor seats)

  2. If you’ve reached your contractor seat limit, you’ll see a modal explaining your options

  3. A drawer will open titled “Add New Contractor”

  4. Fill in the required information:

    • Full name: The contractor’s complete name
    • Job title: Their position (e.g., “Installer”, “Technician”)
    • Phone: Their contact number
    • Email: Their email address (will be their login for the mobile app)
    • User colour: Select a color to identify them in job assignments
    • Account enabled: Check to make the account active immediately

  5. Click Save to create the contractor

Important Notes:

  • The role is automatically set to “Contractor” and cannot be changed during creation
  • Contractors cannot access the web application - they are automatically logged out if they try
  • Contractors only appear in job-related features in the mobile app
  • Commission and cost viewing settings are not applicable to contractors

Editing an Existing User

To edit a user’s details:

  1. Click on the user’s name in the table

  2. A drawer will open on the right side showing their current details

  3. Modify any of the following:

    • Full name
    • Job title
    • Role (Admin, Consultant, Coordinator, or Contractor)
    • Phone number
    • Email address (requires confirmation)
    • Commission percentage
    • User color
    • Can have customers setting
    • Can view costs setting
    • Account enabled/disabled status

  4. Click Save to update the user

All Changes Take Effect Immediately:

  • Role changes immediately affect what the user can access
  • Disabling an account logs the user out on their next action
  • Permission changes apply to their next page load

Changing a User’s Email Address

Email addresses serve as usernames in NeptuneCRM, so changing them requires extra care.

To change a user’s email:

  1. Click on the user’s name to open their details

  2. Edit the Email field

  3. Click Save

  4. A confirmation modal will appear showing:

    • The current email address
    • The new email address
    • A warning that this changes their login credentials

  5. Click Yes, Change Email to confirm or Cancel to abort

  6. The system will update both the user record and their authentication credentials

Important:

  • The user will need to use the new email address to log in
  • Any emails sent from the system will go to the new address
  • The change is immediate - they cannot log in with the old email anymore
  • Consider notifying the user before making this change

Common Use Cases:

  • User changes their work email address
  • Correcting a typo in the email address
  • Transferring an account to a different person (though creating a new user is often better)

Sending a Password Reset Email

If a user forgets their password or needs to reset it, you can send them a password reset email.

To send a password reset:

  1. Click on the user’s name to open their details
  2. Ensure the user’s account is enabled (the “Account enabled” checkbox must be checked)
  3. Click the Send password reset email button at the bottom of the form
  4. The user will receive an email with instructions to reset their password

Important Notes:

  • The button only appears for enabled accounts
  • The password reset email is sent to the email address on file
  • The reset link expires after a certain period (typically 24 hours)
  • Users who have never logged in should already have a temporary password from their welcome email

Disabling and Enabling User Accounts

Rather than deleting users (which can break data associations), you should disable accounts that are no longer needed.

To disable a user account:

  1. Click on the user’s name
  2. Uncheck the Account enabled checkbox
  3. Click Save
  4. The user will be logged out and unable to log in again
  5. A red “ACCOUNT DISABLED” banner appears in the drawer
  6. The user appears with a “Disabled” tag in the users table

To re-enable a disabled account:

  1. Enable the Show disabled users toggle at the top right of the page
  2. Disabled users now appear in the table with a “Disabled” tag
  3. Click on the disabled user’s name
  4. Check the Account enabled checkbox
  5. Click Save
  6. The user can immediately log in again
  7. You may want to send them a password reset email

Why Disable Instead of Delete:

  • Preserves customer assignments and historical data
  • Maintains proposal and contract records created by that user
  • Allows you to re-enable the account if needed
  • Frees up a user seat for someone else
  • Keeps audit trails intact

When to Disable Users:

  • Employee leaves the company
  • Temporary suspension of access
  • Converting a user to a different role (disable, then create new account)
  • User no longer needs access but their historical data must be preserved

Viewing Disabled Users

By default, the Users page only shows active (enabled) users.

To view disabled users:

  1. Look for the toggle switch at the top right of the page
  2. Enable the Show disabled users toggle
  3. Disabled users now appear in the table with a red “Disabled” tag next to their name

To hide disabled users again:

  1. Disable the Show disabled users toggle
  2. Only active users are shown in the table

This helps keep your active user list clean while still allowing you to access disabled accounts when needed.

User Permissions and Settings

Role Assignment

The role you assign to a user determines their access level throughout NeptuneCRM:

  • Admin: Full access to all features and settings
  • Consultant: Access to their own customers and proposals, limited admin access
  • Coordinator: Access to all customers and jobs, but no financial data or admin settings
  • Contractor: Mobile app only, for field workers

See detailed role permissions documentation

Can Have Customers

Setting: Checkbox labeled “Can have customers” Default: Checked (true)

When enabled:

  • User appears in the consultant dropdown when assigning customers
  • User appears in filter dropdowns throughout the app
  • Used to identify who can be assigned as a customer’s primary consultant

When disabled:

  • User does not appear in consultant assignment lists
  • Useful for administrative staff who don’t manage customers directly

Who should have this enabled:

  • Sales consultants and account managers
  • Anyone who directly manages customer relationships
  • Users who need to be assigned to customers

Who might have this disabled:

  • Administrative staff
  • Coordinators who don’t manage their own customers
  • Contractors (automatically disabled)

Can View Costs

Setting: Checkbox labeled “Can view costs” Default: Checked (true) for Admin and Consultant, Unchecked (false) for Coordinator

When enabled:

  • User can see the “Show cost” toggle in proposal builders
  • User sees cost breakdowns, margins, and profitability in proposals
  • User can view cost columns in product listings
  • User sees commission calculations

When disabled:

  • Cost toggle and financial data are completely hidden
  • User only sees sell prices, not costs or margins
  • Useful for coordinators and support staff who should focus on operations

Important:

  • This setting is automatically disabled for Coordinators and cannot be enabled
  • Contractors do not have access to proposals, so this setting doesn’t apply to them

Commission Percentage

Setting: Number field labeled “Commission (%)” Default: 0

This percentage is used in proposal calculations to determine commission amounts based on gross profit.

How it’s used:

  • When creating proposals, the system calculates commission based on this percentage
  • Commission = Gross Profit × Commission Percentage
  • Shown in proposal summaries and financial breakdowns
  • Used for reporting and commission tracking

Who needs this set:

  • Sales consultants who earn commission
  • Anyone whose compensation is tied to sales

Note: Not applicable to Contractor role

User Color

Setting: Color picker

Select a color that represents the user visually in:

  • Planner/calendar views
  • Task assignments
  • Job schedules
  • Resource planning

Tips:

  • Choose distinct colors for each user to avoid confusion
  • Bright colors work better than pastels in most views
  • Consider your company branding when selecting colors

Table Features

Sorting

Click on any column header to sort by that column:

  • Name: Alphabetically by first or last name
  • Job Title: Alphabetically by title
  • Role: Alphabetically by role name

Click again to reverse the sort order (ascending/descending).

Filtering by Role

Use the filter dropdown in the Role column header to show only users with specific roles:

  1. Click the filter icon in the Role column header
  2. Check the boxes for the roles you want to see:
    • Admin
    • Consultant
    • Coordinator
    • Contractor
  3. Click outside or press OK
  4. The table now shows only users with the selected roles

Clear the filters to show all users again.

Understanding User Status

Active Users

  • Can log in and access the system
  • Count against your seat limit
  • Appear in the default table view
  • Have full access based on their role

Disabled Users

  • Cannot log in
  • Do not count against your seat limit
  • Only visible when “Show disabled users” is enabled
  • Shown with a red “Disabled” tag
  • Can be re-enabled at any time

New Users (First Login)

  • Have passwordResetRequired flag set
  • Receive temporary password via email
  • Must reset password on first login
  • Gain full access after resetting password

Best Practices

User Management

  1. Use descriptive job titles: Help team members understand each person’s role at a glance
  2. Assign appropriate roles: Give users only the access they need
  3. Regular audits: Periodically review your user list and disable accounts that are no longer needed
  4. Clear naming: Use full names consistently (e.g., “John Smith” not “Johnny” or “J. Smith”)
  5. Update promptly: Remove or disable users when they leave to free up seats

Security

  1. Disable accounts immediately: When someone leaves, disable their account right away
  2. Review admin access: Limit admin roles to those who truly need full access
  3. Monitor logins: Check with users if they report not receiving login emails
  4. Email changes: Always confirm with the user before changing their email address
  5. Password resets: Only send password reset emails when requested

Seat Management

  1. Track usage: Keep an eye on your seat count, especially as your team grows
  2. Disable unused accounts: Free up seats by disabling inactive users
  3. Plan ahead: Upgrade your plan before you run out of seats if you’re hiring
  4. Use contractors wisely: Use contractor seats for field workers who only need mobile access

Onboarding New Users

  1. Set up the account completely: Fill in all relevant fields before saving
  2. Choose the right role: Assign the appropriate role for their job function
  3. Configure permissions: Set can have customers and can view costs appropriately
  4. Inform the user: Let them know they’ll receive a welcome email with login instructions
  5. Follow up: Check that they successfully logged in and reset their password

Troubleshooting

User Can’t Log In

Check:

  1. Is the account enabled? (No “Disabled” tag in the table)
  2. Is the email address correct?
  3. Did they receive the welcome email? (Check spam folders)
  4. Are they using the correct password?
  5. Did they try to reset their password?

Solutions:

  • Re-enable the account if it’s disabled
  • Verify the email address is correct
  • Send a password reset email
  • Check that your email service is working properly

Can’t Add New Users

Check:

  1. Have you reached your seat limit? (Check the seat counter at the top)
  2. Are you trying to add the right type of user? (Regular vs. Contractor)
  3. Do you have admin access?

Solutions:

  • Disable an unused account to free up a seat
  • Upgrade your plan to get more seats
  • Contact your administrator if you don’t have access

User Not Receiving Emails

Check:

  1. Is the email address correct?
  2. Are emails going to their spam/junk folder?
  3. Is their email service blocking automated emails?

Solutions:

  • Verify the email address in the user’s details
  • Ask the user to check spam folders
  • Ask the user to whitelist emails from NeptuneCRM
  • Try resending the password reset email

User Appears in Wrong Dropdown Lists

Check:

  1. Is “Can have customers” enabled? (If they should appear in consultant lists)
  2. Is their role correct?
  3. Is their account active?

Solutions:

  • Edit the user and check/uncheck “Can have customers” as appropriate
  • Verify they have the correct role assigned
  • Ensure the account is enabled

Changes Not Taking Effect

Solutions:

  • Ask the user to refresh their browser
  • Ask the user to log out and log back in
  • Check that you clicked “Save” after making changes
  • Clear browser cache if issues persist

Cannot Change Email Address

Check:

  1. Did you click through the confirmation modal?
  2. Is the new email address valid?
  3. Does another user already have that email address?

Solutions:

  • Try again and confirm in the modal
  • Check the email format is correct
  • Choose a different email address if there’s a conflict

Tour Feature

The Users page includes an interactive tour to help new administrators understand the features. Click the blue question mark button (?) in the bottom right corner to start the tour.

The tour covers:

  • Overview of the Users page
  • Explanation of user roles and their permissions
  • Key features for managing users

Questions? Contact support at support@neptunecrm.com