Permissions in Livespace

Permissions in Livespace CRM differ depending on the user’s role. The manager will see a different set of privileges than the regular user. In this article you’ll find out where in Livespace an administrator can find permissions settings and how to change them.


Three levels of permissions in Livespace CRM

In Livespace there are three different levels of permissions available:

  • User – can see all of the contacts, however, depending on settings can edit or delete only the contacts belonging to him or her. A User can also access his or her deals and statistics. A User cannot change the settings of the company’s Livespace account, only their profile settings
  • Manager – can see all of the contacts and edit them. Has access to all deals in the company and to company’s statistics. Cannot change global account settings of company’s Livespace
  • Administrator – has access to all of the data put into Livespace by users, managers and other administrators (except for the notes marked as Visible: only for me). An administrator also has access to global account settings of company’s Livespace and the rest of the settings

Permissions settings in CRM

In order to set up permissions in CRM, you need to be an administrator. Then:

  1. Go to Account settings:accsettings
  2. Select Permissions from the menu on the left:
    permissions1
  3. Here you will see six tabs in which an administrator can change permissions settings:usersownersdealsandspaces
  • Users – regular user privileges, privileges shared by managers and regular users and manager privileges,
  • Import and export – in this tab you can block the export of personal and company data for regular users and for managers,
  • Owners – settings related to contact and deal owners, such as showing removed users in the Owner filter on lists,
  • Contacts – here you can change settings related to the visibility of contacts and make deleted contacts’ profile data be permanently removed,
  • Deals – settings related to accessing deals,
  • Spaces – settings for managing users’ access to spaces.

Permissions in Users tab

Users tab contains three groups of settings, we will discuss them one by one:

  1. Regular user privileges (not managers):
    • User can edit all people – allows users to edit contact’s details (all contacts, added by company’s Livespace users, including the ones he or she does not own)
    • User can remove all people –  this option allows users to delete the contacts (including the ones he or she does not own)
    • User can edit all companies – allows users to edit all companies’ information (including the ones added by other users)
    • User can remove all companies allows users to delete all companies added to Livespace (including the ones added by other users and the ones he or she does not own)
    • User can edit all deals to which they have access –  allows users to edit added deals (including the ones added by other users and the ones he or she does not own)
    • User can remove all deals to which they have access –  allows users to delete added deals (including the ones added by other users and the ones he or she does not own)
    • User can modify the deal closing date – allows users to modify the closing date of the deal (including the deals added by other users and the ones he or she does not own)
    • User can manage contact groups – allows users to edit and change groups, to which contacts are added (companies and people)
    • User can manage space groups – allows users to add and delete groups in spaces. If disabled – the user can only see already created groups
    • User can add and manage e-mail accounts in the setting section on their profiles – allows a user to synchronize an e-mail account with Livespace and to make changes to this account from the individual profile settings (not to global account settings that only the administrator has access to). If disabled – only the administrator will be able to add e-mail accounts
    • User can access all users’ tasks – if enabled, every user will be able to view and edit tasks in the calendars of all Livespace users in a given company.
  2. Manager privileges:
    • Managers can add and manage e-mail accounts in their profile settings – this option allows the manager to synchronize an e-mail account with Livespace and allows him or her to make changes to this account from the individual profile settings (not to global account settings that only the administrator has access to)
    • Managers can manage Target and Result Scorecards – if enabled, managers can change the parameters of Target and Result Scorecards
    • Managers can access all users’ tasks – allows every manager to see and edit tasks in the calendars of other Livespace users

Permissions in Import and export tab

This tab contains the user’s and manager’s permission settings related to data import and export.

  1. Regular user privileges:
    • User can import contacts – allows users to add new data (e.g. contacts) to Livespace by importing them from an outside source in .xls, .ods or .csv file formats – which are simply Excel spreadsheet files
    • User can export data from lists – allows a user to export data available on contact lists, deals and tasks to a .xls or .csv file and save that file on his or her computer
    • User can export the profile data – allows a user to export data from the contact’s profile. During the export, all profile data are downloaded
    • Block export of personal data for Users – hides personal data during exports of people, deals, and finances lists
    • Block export of companies contact details for Users – hides company data during exports from companies, people, deals and finances lists
  2. Manager privileges:
    • Manager can import contacts – allows managers to add new data (e.g. contacts) to Livespace by importing them from an outside source in .xls, .ods or .csv file formats – which are simply Excel spreadsheet files
    • Manager can export data from lists – allows a manager to export data available on contact lists, deals and tasks to a .xls or .csv file and save that file on his or her computer
    • Manager can export the profile data – allows a manager to export data from the contact’s profile. During the export, all profile data are downloaded
    • Block export of personal data for Managers – hides personal data during exports of people, deals, and finances lists
    • Block export of companies contact details for Managers – hides company data during exports from companies, people, deals and finances lists

Worth knowing
Exporting notes is possible when both options are selected simultaneously: User can export data from lists and User can export the profile data.
After enabling the Block export of personal data or Block export of companies contact details for Users or for Managers they will still be able to generate the export file, but blocked data will be covered (e.g. John Smith → J*** S****).

Permissions in Owners tab

In this tab, we have only one set of permissions, connected with contacts and deals owners:

  1. Settings related to contact and deal owners:
    • User can change owners of deals and contacts – allows users to decide freely on the ownership of the deal or contact
    • Show removed users in the Owner filter on lists – when users are removed by an administrator, all of their input data stays in Livespace. To allow better access to the data, an administrator may enable this option, so a deleted user can still be visible in the Owner field on filtered lists
    • Allow deals to have no owner – by default, every contact, and every deal has to have an owner. Allowing deals to have no owner causes an exception, the deal can have no owner

Permissions in Contacts tab

This tab contains a group of options regarding people and companies contacts.

  1. Settings related to visibility of contacts:
    • Manager and user can add public contacts – details of public contacts are visible to all users
    • Manager and user can add not public contacts – details of not public contacts are visible only to invited users. Users can request access. All users can see such a contact on the list
    • Manager and user can add hidden contacts – hidden contacts are visible only to administrators and invited users, other users don’t see these contacts on the list
    • Add people by default as – allows you to set the default visibility of contacts. You can choose to add people as public or not-public by default
    • Add companies by default as – allows you to set the default visibility of companies. You can choose to add companies as public or not public by default
  2. Delete the person’s profile and clear the personal data – allows you to clear personal data when you remove a person permanently. All personal data: profile picture, name, surname, telephone number, e-mail address and postal address will be hidden (e.g. “John Smith” → “J*** S****”). After restoring the person, it will no longer be possible to reconstruct his personal data.

Permissions in Deals tab

In this tab, we have only one set of permissions, connected with deals.

  1. Settings related deals visibility:
    • Manager and user can add public deals – allows to add deals visible for all users
    • Manager and user can add not public deals – details of not public deals are visible only to invited users, users can request access to them. All users can see those deals on lists
    • Manager and user can add hidden deals – hidden deals are visible only to administrators and invited users, other users don’t see these deals on the list
    • Add deals by default – allows to set the default visibility of deals. You can choose deals to be added as public or not public
    • To private and hidden deals invite by default – you can choose if only the creator or he with his whole team should be added to a new not public deal by default

Permissions in Spaces tab

In this tab, we have only one set of permissions, connected with spaces.

  1. Settings related to spaces visibility:
    • Manager and user can add public spaces – allows to add spaces visible for all users
    • Manager and user can add not public spaces – details of not public spaces are visible only to invited users. Users can request access to them. All users can see those spaces on lists
    • Manager and user can add hidden spaces – hidden spaces are visible only to administrators and invited users, other users don’t see these spaces on the list
    • Add spaces by default – allows to set the default visibility of spaces. You can choose spaces to be added as public or not public.
    • To private and hidden spaces invite by default – you can choose if only the creator or he with his whole team should be added to a new not public space by default
    • Show list of users’ choice for public spaces – a list of users that you can invite to a newly created space will available in the space creation form