Users & Access

Users & Permissions

Control who can access Salesbuildr and what they can do. The permissions system lets you define roles with specific access levels, ensuring sales reps see what they need while managers and admins have broader control.

User types

Salesbuildr distinguishes between two types of users:

Internal users are managed from the admin panel. External users are managed as contacts within their company records (see Companies and Contacts).

User management

Viewing users

Navigate to Admin > Users & Access > Users to see all users. The page has two tabs:

• MSP Users — Your internal team. Shows name, email, role, invitation status, primary manager, and actions

• Customer Users — External contacts with portal access. Shows name, email/company, and last login

Inviting users

To invite a new internal user:

1. Click Invite User

2. Select a contact from your company's contact list

3. Confirm or override the email address

4. Assign initial roles (if the permissions feature is enabled)

5. Send the invitation

The user receives an email with an activation link. Invitation statuses are tracked: active, invitation sent, pending setup, or no access.

Billing-Only and Restricted-Access Users

Adding a Billing-Only or Restricted-Access User (Including MS SSO Environments)

If you need to give someone access to Salesbuildr solely for billing purposes (e.g. to pay invoices) without granting them full platform access, note the following:

• Salesbuildr user seats are tied to a login identity. If your account uses Microsoft Single Sign-On (SSO), each user must authenticate with their own Microsoft account — credentials cannot be shared.

• A billing-only user still requires their own Salesbuildr user invite sent to the Microsoft email address they will use to sign in.

• To request a billing-only account or discuss restricted-role access, contact the Salesbuildr Billing team directly at billing@salesbuildr.com (or via your account's support channel), as seat permissions for non-platform users may be handled outside the standard invite flow.

Troubleshooting Login Issues in Autotask-Connected Accounts

If users are having trouble logging in and your PSA (e.g. Autotask) contains duplicate company records:

1. Ensure the invite is sent to the exact email address the user will authenticate with.

2. Users must log in with the same email used in the invite — mismatches between Autotask contact records and invite emails will cause access failures.

3. If duplicate company entries exist in Autotask, work with your Salesbuildr admin to un-list duplicate entries so only the active MSP company is visible in Salesbuildr. Contact support if you cannot resolve duplicate company conflicts yourself.

User detail page

Click a user to view their detail page, which includes:

• Identity provider — Sign-in method (Google, Microsoft, or password), activation status

• Status — Active or inactive toggle

• Roles — Assigned roles and permissions

• Profile — Name, email, avatar, creation date, last login

• Managers — Primary and secondary manager assignments (requires advanced approval feature)

• Company — Company assignment and verification status

• External IDs — PSA integration identifiers

Authentication

Users sign in using one of three methods:

• Google SSO — Sign in with a Google account

• Microsoft SSO — Sign in with a Microsoft account

• Password — Email and password authentication

A single user can have multiple sign-in providers linked to their account.

Deactivating users

Admins can deactivate users by toggling their status to inactive. Deactivated users cannot sign in but their data (quotes, opportunities) is preserved. Users can be reactivated at any time.

Managing Admin Users and License Counts

If an admin user is temporarily unavailable (e.g. on long-term leave), you can disable their account and promote another user to admin without consuming an additional licence seat:

1. Go to Settings → Users.
2. Locate the active admin you want to disable and toggle their account to Inactive.
3. Locate the user you want to promote and set their role to Admin.
4. The total number of active licences in use will remain unchanged.

> Note: Only Salesbuildr Support can perform this action on your behalf if you do not have another active admin to make the change. Contact [support@salesbuildr.com](mailto:support@salesbuildr.com).

Roles

Salesbuildr uses a role-based access control system. Every internal user has one or more roles that determine what they can do.

Default roles

Admins can promote any user to Admin by navigating to their user detail page and toggling the admin switch.

Permissions

The permissions feature enables granular, role-based access control beyond the default Admin/User model.

Note: Permissions is a feature that is only available in our Premium plan. Without it, users are either Admin (full access) or base user.

Available permissions

Salesbuildr has 9 permissions that follow a resource-action pattern:

Viewer license

The Viewer license is a built-in role that grants read-only access to products. Users with only the Viewer license are not counted against your user licenses (PREMIUM ONLY).

Creating custom roles

Navigate to Admin > Users & Access > Permissions to create role-permission mappings:

1. Click New role permissions mapping

2. Enter a role name (e.g., "Sales Manager", "Product Specialist")

3. Check the permissions this role should have

4. Save

Each role can have any combination of the 9 permissions. Users can be assigned multiple roles — their effective permissions are the union of all assigned roles.

Assigning roles to users

1. Navigate to Admin > Users & Access > Users

2. Open a user's detail page

3. Under Roles, check the roles you want to assign

4. Save

Bulk role assignment

Select multiple MSP users from the user list and click Bulk Edit to assign roles (and managers) to all selected users at once.

Manager hierarchy

When the advanced approval workflow feature is enabled, you can assign primary and secondary managers to users. This supports the approval routing system where quotes can be automatically routed to a user's manager for approval.

Setup

1. Enable the Advanced Approval Workflow feature for your account

2. Navigate to a user's detail page

3. Under Managers, select:

   • Primary manager — The user's direct manager

   • Secondary manager — A backup or additional manager

4. Save

Managers can be bulk-assigned across multiple users.

How managers are used

• Quote approvals — Advanced approval rules can route quotes to the quote owner's manager (see Quotes)

• Reporting — Manager relationships help organize your team hierarchy

• User list — The primary manager is shown as a column in the MSP users table

Restricting opportunity access

For organizations that want to limit visibility between sales reps, the Restrict opportunity access setting (under opportunity configuration) ensures non-admin users can only see opportunities and quotes they own.

When disabled (default), all users with the quote editor permission can see all opportunities and quotes.

Lines of business and teams

If your PSA supports lines of business or teams, they sync to Salesbuildr automatically:

• Lines of business — Imported from ConnectWise or Autotask. Users and opportunities can be associated with a line of business

• Opportunity teams — HaloPSA-specific. Managed at Admin > Opportunities > Opportunity Teams. Users and opportunities can be assigned to teams

These are used for filtering and organizing your pipeline by team or business unit.

See also

• Opportunities — Admin

• Distributors — Admin

• Email — Admin

• After Onboarding — Getting Started

• Dashboard — Dashboard