Help Center › Team & Admin › Managing team members
Managing team members
Add agents to your account, assign roles, and control who can see what. Every team member gets their own login so calls, leads, and activity are tracked individually.
Inviting a team member
Only users with the Owner or Admin role can manage the team. To add someone new:
- Open Users. Click Users in the sidebar — this section is only visible to admins and account owners.
- Click Invite. Press the Invite button in the top-right corner.
- Enter their email. Type the new member's email address. They will receive an invitation link to create their password and log in.
- Assign a role. Choose Agent, Admin, or a custom role from the dropdown. You can change this later.
- Send the invite. Click Send. The invitation expires after 7 days — you can resend it at any time from the Users page.
Each agent gets their own login credentials. Never share a single login across team members — individual accounts ensure accurate call tracking, lead ownership, and performance reporting.
Roles overview
Asan CRM ships with three built-in roles:
- Agent — sees only their own leads, calls, and activity. Cannot access team settings or billing.
- Admin — sees all leads and activity across the team. Can manage integrations and pipeline settings but cannot access billing or remove other admins.
- Owner — full access to everything including billing, team management, and account-level settings. There is one owner per account.
Need more granularity? Create custom roles with specific permissions. See Roles & permissions for a full breakdown.
Access levels explained
Access levels determine what data a team member can see and modify:
| Level | Sees | Best for |
|---|---|---|
| Own only | Leads, calls, and tasks assigned to them | Agents focused on their own pipeline |
| Team-wide | All leads and activity across the organization | Admins and team leads who need the full picture |
| Full access | Everything including billing, settings, and user management | Account owner |
Agents can always see leads that are explicitly assigned to them, regardless of filters or views other team members apply.
Deactivating or removing members
When a team member leaves or no longer needs access:
- Go to Users in the sidebar.
- Find the member and click their row to open their profile.
- Toggle Active/Inactive. Deactivating a member immediately revokes their login access. Their leads, call history, and notes are preserved and can be reassigned.
- Reassign their leads. Use bulk assignment on the Leads page to move their leads to another agent. See Lead assignment for details.
Removing a team member does not delete their historical data. All calls, notes, and lead activity remain in the system for reporting and compliance purposes.
Frequently asked
How many team members can I add?+
The number of seats depends on your plan. Check your billing dashboard to see how many seats are included and add more if needed.
Can I change someone's role after they join?+
Yes. Open the member's profile from the Users page and change their role from the dropdown. The change takes effect immediately.
What happens to leads when I deactivate an agent?+
Their leads remain in the system and stay assigned to them. You should reassign those leads to an active agent so they continue to be worked. Use the Leads page filter for the deactivated agent, select all, and reassign in bulk.
Can a deactivated member still log in?+
No. Deactivating a member revokes their access immediately. If you need to restore access, toggle them back to Active from the Users page.
Do agents see each other's leads?+
By default, agents only see leads assigned to them. Admins and owners see all leads. You can adjust visibility through custom roles.
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Last updated 16 Jun 2026 · Applies to: Asan CRM