Manage Users, Roles, and Permissions

Insycle’s permissions are an extra layer of control on top of your CRM permissions. Insycle’s permissions never override the permissions in your connected CRM. A user can take an action in Insycle only when both their CRM permissions and their Insycle permissions allow it.

• CRM permissions limit what users can do in Insycle. Objects and data that a user can’t see in your CRM aren’t visible to them in Insycle. For example, if a user has Write permission in Insycle but can’t edit records in HubSpot, they can’t edit records in Insycle.
• Insycle permissions can restrict users further. A user with Read but not Write permission for a module can review data and run operations in Preview mode, but can’t modify data.
• Insycle never changes your CRM permissions. Changing a user’s role or module permissions in Insycle doesn’t alter their permissions in your CRM.

Active CRM Account Required

Insycle uses single sign-on (SSO), so team members log in with their CRM credentials. There are no separate Insycle usernames or passwords. A user can log in to Insycle only if they can log in to your connected CRM, so each team member needs an active CRM account.

When a User Loses CRM Access

A user who no longer has access to your CRM, for example because their CRM account was removed or deactivated, can’t log in to Insycle. They still appear in the user list on the Settings > Users page, and their Insycle permissions remain intact. If their CRM account is reactivated and an Insycle role is assigned, the same Insycle permissions apply again. To have a user and their historical data completely removed from Insycle, contact Insycle support.

Insycle has three user roles, Owner, Admin, and User, plus a temporary Assignee status for team members who have been invited but haven’t logged in yet. A user’s role determines which account-level actions they can take, such as changing or canceling the Insycle plan, viewing invoices, managing other users, and configuring field, PII, and AI data-sharing settings. Insycle includes unlimited users on all plans.

A user’s role is separate from their module-level permissions. Owners and Admins grant each user Read and Write access module by module (see Permissions below). Insycle permissions never override a user’s permissions in your connected CRM. To check your own role, go to Settings > Users and find your name in the Role column.

• Owner ‒ The Owner is the user responsible for the Insycle account and billing. Each account has only one Owner, and only Insycle support can designate the Owner.
• Admin ‒ An Admin manages access and key settings for the team. An account can have multiple Admins.
• User ‒ A User can perform read or write operations in the modules and apps they have been granted access to by an Owner or Admin.
• Assignee ‒ Assignee is the status shown for team members who have been invited to Insycle but haven’t logged in yet. Once they log in, it automatically changes to the role they were granted.

The image above shows the Settings > Users page for a Salesforce account showing the Owner, Admin, User, and Assignee roles in the Role column. All four roles appear: Zach Adams is the Owner, Skyler Jones is an Admin, Ryan Rosenberg and Jessica Hewitt are Users, and Ashley Dillon is an Assignee. Each row shows the Salesforce icon, an unchecked checkbox, the user's name, email, role, and user ID.

Role Capabilities

The table below shows which actions each role can take in Insycle, separate from the module-level Read and Write permissions that Owners and Admins assign to each user.

You can grant permission to each user on a module-by-module basis. For each module and app, you can grant Read or Write access.

• Read permission makes a module accessible and visible from the main menu. Without Read permission, the module is 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 letting them modify it.

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

The image above shows the Permissions for Skyler Jones panel on the Settings > Users page, with Read and Write checkboxes for each Data Management module. Merge Duplicates has only Read selected. Magical Import has both Read and Write selected. Transform Data and Bulk Operations have neither selected.

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.

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. Invited team members 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. To invite a user, that user must already be added to your CRM. Then you can add them in Insycle.

1. Navigate to Settings > Users in the left navigation. 

2. Review the list of all Insycle users, active and inactive, along with additional information about each user.

3. To invite new team members to Insycle, click the Invite Team button at the top of the page.
   The image above shows the Settings > Users page in Insycle for a demo account, with the teal Invite Team button at the top left, next to a filter field. Below, the user list has columns for App, Full Name, Email, Role, User ID, and Account Name. It shows one user with the HubSpot icon: Ryan Rosenberg (User).

4. In the Invite Your Team popup, locate the individual users from your connected CRM account.
   The image above shows the Invite Your Team popup on the Settings > Users page. The text “test” has been typed into the search field, and a drop-down list shows four matching users, each with a name and email address. The Send button is greyed out until a user is selected.

5. 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. 

6. Once the user logs in, their profile will appear on the Settings > Users screen. From there, an Owner or 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 lets other team members explore Insycle independently without managers worrying about unauthorized data changes.

Users with read-only access can view data, templates, and modules, and run operations only in Preview mode. 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, Admins and Owners can assign their roles and permissions as needed.

This approach balances accessibility and control, helping team members get familiar with Insycle's capabilities while protecting data.

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

To set a role and permissions for a user:

1. Go to Settings > Users. 

2. Click the checkbox next to the user's name.

3. Hover over the Role column and click the small grey arrow, then select the role.
   The image above shows the Settings > Users page, with the checkbox selected for the user Jessica Hewitt, whose current Role is User. The Role drop-down is open with two options, User and Admin, and a teal arrow points to the highlighted Admin option.

4. Assign permissions module by module. Below the user list, under Permissions for [User Name], check the appropriate Read or Write option for each module in your Insycle plan. To allow a user to save or run Recipes, grant Write permission for every module in your plan. See Recipe Permissions in the Module and App Permissions section above.

5. These changes save automatically. 

The image below shows permission settings for the user Jessica Hewitt. Based on these settings, Jessica can use the Find feature in the Merge Duplicates module to review duplicates and generate preview CSV reports, but cannot merge them. Additionally, Jessica can import CSV files using Magical Import and collaborate with the team on corrections through Grid Edit. Jessica will not see the remaining modules in the navigation.

Only Insycle support can change the account Owner, while an Owner or Admin can add or remove the Admin role on the Settings > Users page. When an Owner or Admin leaves your company, assign the role to the person taking over their duties.

Change the Account Owner

An Insycle account has only one Owner at a time. The Owner is the user responsible for the Insycle account and billing. To change the Owner:

1. Confirm that the new Owner has already joined your Insycle account and appears on the Settings > Users page.
2. Contact Insycle support through live chat in the app or by email at support@insycle.com. The departing Owner or the user taking over Insycle management can make the request.
3. Tell support which user should become the Owner.

To change the billing admin—the person with access to the Billing Customer Portal—contact Insycle support through the live chat button at the bottom of any page in the app.

If your Owner has already left and no one on your team can log in, see Cancel Plan, Review Invoices, Billing Information for what to do when you can’t log in to cancel your plan or remove your account data.

Add or Remove the Admin Role

An Owner or Admin can add or remove the Admin role for any user who has logged in to Insycle. An account can have multiple Admins. To add or remove the Admin role:

1. Go to Settings > Users.
2. Click the checkbox next to the user’s name.
3. Hover over the Role column and click the small arrow next to the user’s current role.
4. Select Admin to add the role, or User to remove it.

The image above shows the Role column on the Settings > Users page, with the checkbox selected for the user Jessica Hewitt, whose current role is User. The role drop-down is open with two options, User and Admin, and a teal arrow points to the highlighted Admin option.

If you're unable to log in to Insycle—for example, because the account Owner left your company and no one has access to their email, or because the connecting CRM user or account was removed or deactivated—here's how to proceed:

1. If someone else on your team still has an active CRM login: See Changing the Owner or Admins in the Manage Users, Roles, and Permissions article to have that person reassigned as the new Owner. Once reassigned, they can go to Settings > Billing and click Cancel Plan to cancel directly.
2. If no one on your team has access at all, contact our support team via live chat in the app, or email support@insycle.com, and let us know you're unable to log in. We'll verify your account details and complete the cancellation and data removal for you. Note: This is the only way to cancel your plan or remove your account data in this situation—there's no way to complete it from within the app once login access is lost.

A user who loses access to your connected CRM can no longer log in to Insycle, but they still appear on the Settings > Users page and their Insycle role and permissions remain intact. Insycle uses single sign-on (SSO), so a user can log in to Insycle only if they can log in to the CRM, and a user whose CRM account was removed or deactivated can’t do so.

If the user’s CRM account is reactivated and an Insycle role is assigned, the same Insycle permissions apply again.

To have a user and their historical data completely removed from Insycle, contact Insycle support via live chat or at support@insycle.com.

If the user who lost access is the account Owner, see I can’t log in to cancel my plan or remove my account data in the Troubleshooting section.

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.

You can invite anyone with an account in your CRM 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. You lose these benefits with a shared account.

Your role determines which account-level actions you can take in Insycle. For example, only the Owner can change or cancel the Insycle plan, and only Owners and Admins can view and download invoices. See Roles Capabilities in the User Roles section above for the full list. 

To check your role:

1. In Insycle, go to Settings > Users.
2. In the Users list, locate the Role column.
3. Check the role shown next to your name. If it shows “Owner,” you have ownership privileges. The Owner is the user responsible for the Insycle account and billing.

The image above shows the Settings > Users page for a HubSpot account, with a teal arrow pointing to the Owner role for the user Zach Adams. The Invite Team button and a filter field appear at the top. The columns shown are App, Full Name, Email, Role, User ID, and Account Name, which is partially cut off. Two other users appear below: Ashley Dillon (Assignee) and Jessica Hewitt (User).

To find out who the Owner is for your team, review the Role column for all users on the same page.

If you’re not the Owner and need to change or cancel your plan, the Owner will need to do it, or you can contact Insycle support via the live chat button in the bottom corner of the page to request an Owner change. Only Insycle support can designate the Owner.

Changes to a user’s Insycle permissions usually take effect immediately. From the moment an Owner or Admin saves a change, the user can’t take any action the new permissions don’t allow, even if the navigation and menus haven’t updated yet. Permission changes save automatically.

For example, if an Owner or Admin removes a user’s Write permission for Grid Edit, that user can’t edit data in Grid Edit from that moment on.

What the user sees depends on whether they have logged out and back in since the change:

• Before they log in again: Navigation items and editing options may still appear. If they try to modify data, they receive the error message Permissions not assigned to user. Check permissions in Settings > Users. and the change isn’t made.
• After they log in again: Modules and Apps they no longer have access to will not appear in the left navigation, and edit options are no longer available. Saving Schedules and Templates is disabled in the module settings menu, and Update mode is disabled in the Review dialog.

If a permission change doesn’t seem to be in effect, ask the user to refresh the page or log out and back in. To confirm the permissions currently assigned to a user, go to Settings > Users.

You can’t save or run a Recipe unless you have Write permission for all modules in your Insycle plan, even if the Recipe doesn’t use them. Ask an Owner or Admin to grant Write permission for every module on the Settings > Users page. See Recipes for more on how Recipes work.