This article is part of Module 1: Users & Rights Management — Admin Training. It walks you through the five steps to give a new colleague the right access in Tribe, and explains what to do when someone leaves.
Before You Start
Make sure you have the following before you begin:
Administrator rights in Tribe
The new colleague's work email address
A clear idea of what this person needs to do in Tribe — this determines which role to assign
Not sure which role to assign? Read How Do I Manage Rights And Roles In Tribe CRM? first to understand how roles work.
Step By Step Instructions
Step 1: Invite the New User
Click your user account in the top-right corner
Select Invite Colleagues
Enter the colleague's work email address
Click Invite
The colleague receives an email with a secure link to create their login credentials. They can access Tribe as soon as they complete the registration.
Important: Always use a work email address. Personal email addresses can cause delivery issues and make it harder to manage access later.
Step 2: Assign a Role
Once the user exists in Tribe, assign the role that matches their function.
Go to Configuration and then Employees within Users & Rights.
Find the new colleague and open their record
Go to General details and click + Role to select the appropriate role from the list
The role is applied immediately — no need to save separately.
A user with no role assigned has default access to most Tribe features but no restrictions. Always assign a role explicitly.
A user can have multiple roles. All granted permissions are combined, and any granted permission always overrides a denied one from another role.
To check exactly what a user can do based on their assigned roles, click the Key icon next to their name in the Employees list.
Not sure which role to use? Start by copying the role of a colleague with a similar function, then adjust from there. This is faster than building a role from scratch.
Step 3: Add the User to a Team (if applicable)
If your organisation uses teams to control data visibility, add the new user to the appropriate team.
Go to Configuration and then Teams within Users and Rights.
Open the relevant team
Click + Add Team Member and select the new colleague
Teams are optional. If your organisation does not use data shielding, you can skip this step. Not sure whether your organisation uses teams? See How Do I Use Teams In Tribe CRM? for a full explanation of how teams control data visibility.
Step 4: Verify the Result
Before wrapping up, always verify what the new user actually sees in Tribe.
Ask the colleague to log in
Check that they can access the menus they need
Check that no menus or features are visible that they should not have access to
If teams are in use, check that they can see the right data
If anything is off, return to the role settings and adjust accordingly. Changes take effect immediately.
Step 5: Make Sure the New User Is Trained
Access is just the first step. A new user who can log in but does not know how to work in Tribe will not be productive from day one. Make sure two things happen before they start working independently.
Point them to the online end-user training. The Tribe End-User Training covers everything a new user needs to get started: navigating the system, managing relations, tasks, appointments, emails, and dashboards. Direct them to the training overview and let them know which modules are relevant for their role.
Organise an internal onboarding session. The online training teaches users how Tribe works in general. Your internal session explains how your organisation uses it.
Cover at minimum:
Which modules and relation types are active in your environment
Your naming conventions and data entry standards — for example, how to record a new customer or log a call
Which templates, views, and dashboards are available and what they are for
What you expect from users in terms of data quality and consistency
Who to contact if they have questions or run into something unexpected
Consider creating a short internal reference document that captures your organisation's Tribe guidelines. New users and returning colleagues will find it useful long after the onboarding session.
When A Colleague Leaves
When someone leaves your organisation, disconnect them from their licence promptly.
Click your organisation logo in the top-right corner
Select Subscriptions and Licenses. From there, you can manage User Licences.
Never delete a user account. Disconnecting from the licence prevents login while preserving the full history of their activities in Tribe. Deleting a user removes that history permanently.
If the licence is no longer needed, disable Automatically Renew to prevent it from renewing in the next billing cycle.
Quick Summary
To give a new colleague the right access in Tribe, work through these five steps in order.
Step | Action | Where |
1 | Invite the new user | User account → Invite Colleagues |
2 | Assign a role | Configuration → Users & Rights → Employees |
3 | Add to a team (if used) | Configuration → Teams |
4 | Verify the result | Log in as the user and check access |
5 | Train the new user | Online training + internal session |
When a colleague leaves: disconnect them from their licence via Account Settings. Never delete the account.