Manage Users, Roles, and Permissions

Your team's Insycle users can be assigned one of the following roles:

• Owner: An Owner can assign Admin roles and set permissions for other users. Only one user can hold the Owner role in each Insycle account, typically the user responsible for bill payment. Only Insycle support team members can designate the Owner.
• Admin: An Admin can set permissions for other users. Multiple users can have the Admin role.
• User: A User can perform read or write operations based on the permissions assigned to them by an Owner or Admin.
• Assignee: When team members are invited to join Insycle but have not yet logged in, the Assignee role will appear. Once they log in, this will automatically change to the role they were granted.

Permission is granted to each user on a module-by-module basis. For each module and app, there is a Read and Write option.

Read permission makes a module accessible and visible from the main menu. Without the Read permission, the relevant module will be hidden.

With Read permission, users can review data and templates, as well as run operations in Preview mode. However, users with Read but not Write permission cannot modify any data. This is ideal when you want users to test solutions or analyze data in Insycle without allowing them to modify the data.

Write permissions allow users to save templates, execute operations in Update mode, and schedule automations. To modify any data, a user must have Write permission in the modules and apps.

Insycle provides flexible options for team members to access the platform while maintaining security and control.

To access Insycle, team members must have an account in your CRM. They will use this account to log in to Insycle through your CRM single sign-on (SSO).

Team members retain their underlying permissions assigned in your CRM. Objects or data that they cannot see in your CRM won't be visible to them in Insycle. Insycle's permissions act as an extra layer of security on top of those permissions, and CRM permissions are not altered by your Insycle settings.

There are two paths for a new user to access Insycle:

• Admin Invite. Your Insycle admins can invite team members on the Settings > Users page. Users can then log in from the email invitation.
• Self-serve. Team members can access Insycle independently using their CRM account email, which grants them read-only access to all available modules until an admin assigns specific permissions.

Inviting team members through Insycle is simple.

Navigate to Settings > Users in the left navigation. There, you will find a list of all active Insycle users, along with additional information about each user.

To invite new team members to Insycle, click the Invite Team button at the top of the page.

In the Invite Your Team popup, locate the individual users from your connected CRM account. To invite a user, they must already be added to your CRM.

The user will receive a Welcome email from Insycle with a Join the Team button. Initially, they will have Read access to all available modules. 

Once the user logs in, their profile will appear on the Settings > Users screen. From there, an Admin can assign their roles and permissions as needed.

Insycle allows team members to access the platform without an invitation. This feature enables exploration while maintaining security through controlled permissions.

When team members access Insycle using their CRM account email, they automatically receive read-only access. This allows other team members to explore Insycle independently without managers worrying about unauthorized changes to data.

Users with read-only access can view data, templates, and modules, and run operations in Preview mode only. They cannot make any changes to your CRM data.

When someone accesses Insycle this way, their profile will appear on the Settings > Users screen. From there, managers can assign their roles and permissions as needed.

This approach strikes a balance between accessibility and control, enabling team members to become familiar with Insycle's capabilities while ensuring data security.

Once a team member has logged in to your Insycle account, you can assign them a role and permissions.

To configure permissions for a user, go to the Settings > Users page and select the checkbox next to their name.

Next, assign permissions on a module-by-module basis.

Here are the sample permission settings for a user: Skyler can review duplicates and generate duplicate reports, but cannot merge them. Additionally, Skyler will be able to import CSV files using Magical Import and collaborate with the team on corrections through Grid Edit. The remaining modules will not be visible to Skyler.

If your team is considering creating a shared or "Master Account" for using Insycle, like "MarketingDepartment@domain.com", this is unnecessary. Insycle offers unlimited users for every plan. Insycle utilizes single sign-on, which means you can log in to Insycle through your HubSpot, Salesforce, Pipedrive, Intercom, or other CRM account.

Anyone with an account in your CRM can be invited to use Insycle at no additional charge. Invitees can log in through the Login page.

When each user has their own login, you can customize access based on their responsibilities and track changes made by individual users through the Activity Tracker. These important benefits are lost with a shared account.

Understanding and verifying your ownership role in Insycle is important for managing billing and subscription settings appropriately. Follow these steps to check and confirm your role:

• In Insycle, go to Settings > Users.
• In the Users list, locate the Role column.
• Check the role assigned to your name. If it shows "Owner," then you have ownership privileges.

If you discover you are not designated as the Owner, please contact Insycle support via the live chat button in the bottom corner of the page.

When permissions are modified, they usually take effect immediately. However, if you don't see the change right away, try refreshing the page or logging out and back in. The visual menu changes will be visible on the next user login, even if the user can still see the menu items and editing options.

For example, if an admin removes Skyler's Write permissions from the Grid Edit module, from that moment on, Skyler will not be able to edit any data in Grid Edit.

Even if Skyler hasn't logged out and back in after the permissions change, they still won't be able to write data. If they attempt to modify data, they'll receive the following error message:

Permissions not assigned to user. Check permissions in Settings > Users.

After logging out and back in, the Edit options will not be available to Skyler, and similarly, saving Schedules or Templates will be disabled in the module settings menu.

Additionally, the Update mode in the Review dialog will also be disabled.

To run a Recipe, you need Write permissions for all modules, even if the target Recipe doesn't use them. Insycle requires full Write access to all modules in your plan to save or run Recipes.