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Manage Users

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1. Feature Overview

The Manage Users Page is where you’ll find the list of all your LeadSquared users. From here you can create, update and perform a range of actions on your users. You can also export your users to a CSV file and perform bulk updates.

 

2. Prerequisites

  • You must be logged in to your LeadSquared account.
  • You must be an Administrator user of your LeadSquared Account.

 

3. Create a User

  1. Navigate to My Account>Settings>Users and Permissions>Users.
  2. To create (add) a new user, click Create.
  3. On the Create User pop-up, fill in all the necessary details.

Note:

  • You can create a user by entering only first name and email address fields and clicking Save. However we recommend you enter all the relevant information that you can leverage while using other LeadSquared features like automation.
  • If your user creation limit is exceeded you can buy more users from the Manage Subscriptions page (Settings>Profile>Manage Subscriptions). If you don’t see this page on your account, contact your account manager or write to support@leadsquared.com.
    You can also view the total number of users permitted in your current plan under Billing and Usage.

create a new user

 

3.1 Basic Details

Provide all the basic details of the use (including the user role) here. You can also choose a reporting manager and team.

Note: 

  • The Phone (Mobile) field will be used 2-factor authentication as well as password reset actions. It can only be updated by Administrators.
  • The user type you select will determine the user’s access to different platforms –
    • A regular user can use both the LeadSquared web application as well as the mobile application.
    • A mobile user can only use the LeadSquared mobile application. 
    • A Marvin user can use both the Marvin web application as well as the mobile application.

LeadSquared - User basic setting

 

3.2 Work Details

Here, you can add the user to a team, apply a holiday calendar and a workday template. You can also add basic work details like Employee ID, Date of Joining, etc., here.

LeadSquared - user work details

 

3.3 Location Details

Use this tab to enter the user’s address.

LeadSquared - user location details

 

3.4 Manage Permissions

Set permissions for your user on this tab. You can also enter your user’s role (Administrator, Sales Manager, etc.) and type (Regular, Mobile, Marvin) here.

  • Restrict Mobile App Login – Restrict regular users from logging into their LeadSquared account using the mobile app.
  • Ignore IP Check At Login – If this permission is enabled, the user can login from any IP address even when IP whitelisting is enabled.
  • Apply Only User Specific Permissions -Exempt certain users (like group managers) from blanket permission templates applied at the role and group level.
  • Group Access – Give permissions to the groups the user is in to view and modify leads, create users, and create automations.

Leadsquared - Manage permissions

 

3.5 Other Details

This tab lets you save custom data about your users like their birthdays, joining dates, marital status, etc. To customize and create custom fields, see Manage User Custom Fields. You can later use this information to set up automations to automatically send them greetings and notifications.

LeadSquared - user other details

 

3.6 Report Subscriptions

Select the reports you want the user to have access to. You can also select the columns you want displayed.

LeadSquared - user report subscriptions

 

4. Actions

Sales Group Managers have complete user management control over users in their sales groups. They can Activate, Deactivate, Mark Users Obsolete, and assign users to other Sales Groups. This ensures that Sales Group Managers can operate independently, without any reliance on Admin users to perform any of these actions. To enable this on your account, contact your account manager, or write to support@leadsquared.com.

To view the list of actions you can perform on a single user, hover your cursor over Settings icon.

Action Description
Edit Edit all user fields.
Deactivate In order to preserve the integrity of your marketing history, we don’t allow you to delete users. Instead, you can deactivate them. Users who’ve been deactivated, won’t be able to log into LeadSquared.

Note: Before deactivating a user you should ensure that all leads and tasks under the user are assigned to an active user. This way you won’t miss out on critical tasks you have to perform.
Reset Password Admins can initiate the password reset process for any user including the passwords for other Admin users. For more information, see How can an Administrator user set password for other users?
Set Permissions Gives you granular control over permissions through permission templates.
Change Password Rather than allowing a user to reset their own passwords, admins can use this option to set a password for the user.
View Lead Access Allows you to view the lead access permissions of a user in accordance with the Sales Groups they are part of.
View Automation Report If you’ve setup user automations, this report shows you the path the user has taken through the automated workflow.
Configure Homepage Allows you to select either Dashboard or Smart Views as the homepage for the user.
Note: To change the email address associated with a see How to Change a User’s Email Address.

LeadSquared - Decentralization

 

4.1 Import User & Update Via CSV

You can import a list of users through CSV. For details see Managing Users Through CSV.

LeadSquared - import user

 

4.2 Export & Bulk Update Actions

You can export your users to a CSV file and perform a bulk update for a single user field. Both options are available under the Actions column.
Before performing a bulk update, be sure to select the checkboxes alongside the users you want to update.

Note: You can only bulk update the Team or Status field for users. To update other fields, or multiple fields at once, see Managing Users Through CSV.

export and bulk update options

 

4.3 View User Hierarchy

You can view the hierarchy of your users based on the ‘Reporting to’ field. Under Actions, click View User Hierarchy. You can drag and drop users to change their reporting managers.

LeadSquared - View user heirarchy

 

5. Reports

You can find reports and analytics on user login history, user productivity, user activities and tasks, sales groups, field sales performance and more. Navigate to the Reports page (Reports>Reports Home on the main menu), and check under Administrative Reports, Field Sales Tracking, Sales Group-Wise Analysis, Task Analysis, and User Activity Reports.

Note: Make sure to check out LeadSquared’s next gen reporting tool – SIERA.

all LeadSquared reports

 

FAQs

What happens when a user’s email ID is changed?
Changing a user’s email ID does not result in any data loss. All existing data, permissions, and activities remain intact. The only change is that a new welcome email will be sent to the updated email ID.

 

Any Questions?

We’d love to hear your feedback to help improve this article. Feel free to enter your questions or grievances in the comments section below.

How to Import Leads to LeadSquared?

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1. Feature Overview

You can import your leads into LeadSquared through a CSV (Comma Separated Value) file. If you’re storing your lead data in a spreadsheet, database application or any other software, you’ll first have to export the leads to a CSV file and then follow the steps listed here.

Note:

  • You can’t stop or undo a lead import once it starts.
  • The default import limit through CSV is 25,000 leads. To extend this limit, contact your account manager or write to support@leadsquared.com. It can be extended to a maximum of 300,000.
  • You can also bulk-update lead fields through CSV (excel) import by selecting Overwrite duplicates or Update empty fields of duplicates in Import Setting.

 

2. Prerequisites

  • The file type must be CSV. If your data is stored in a Microsoft Excel file, save it as a Comma Separated Value (CSV) file. CSV content should not have comma (,) semicolon (;), pipe (|), tilde (~), back quote (`), caret (^) in the header. You can refer to Formats supported in Excel to learn more on how to save an excel file into CSV file.
  • Column names are mandatory. You must enter column names in the CSV file. These are the different lead attributes or fields like First Name, Last Name, Email, etc.
  • Download the sample CSV file. Download the sample CSV file to understand how your file should be structured.
  • Create custom lead fields. LeadSquared has standard system fields like First Name, Last Name, Email, Phone, etc. If you want to import custom lead attributes specific to your business like Budget, Examination Results, etc., you can create them by navigating to My Account>Settings>Customization>Lead Fields. For more information, see How to Create Custom Lead Fields.

Note:

  • You can also import custom field sets (non-file type fields). For example, if you have a parent lead field called ‘Identification Documents’ and the associated custom field set has the child field – ‘Status’, then pass – Identification Documents – Status.
  • Lead import supports Prospect ID as a column header in the CSV file as well. This is useful when there are no unique fields configured in an account. Users can export the CSV, and use the Prospect ID to make updates and re-import the leads.

 

3. How it Works

  1. Upload the CSV file with your lead information.
  2. Map the CSV fields to the fields in your LeadSquared account.
  3. View the validation report to look for errors.
  4. Choose how you want to handle duplicate lead records, select the lead owner, and choose lead sources.

 

4. Upload the CSV File

  1. Navigate to Lead Management>Leads, hover over the More Actions icon on the top-right corner of the screen and select Import Leads from the dropdown.
  2. Click Browse Files, select the file and upload it. Click Next once the file is uploaded.

Leadsquared - Import Leads

If you’re not sure of how to arrange the data in the CSV file, click to download the sample CSV as highlighted below –

Leadsquared - Import Leads

 

5. Map Fields

Click the checkboxes alongside the fields you want to map. By default, all the checkboxes are selected. You can uncheck the irrelevant fields. Select the relevant field in your LeadSquared account from the drop-down on the right.

Leadsquared - Import Leads

Note: You can also map Account Type and Account Name fields in your CSV to an account type and account name in LeadSquared.

  • The Account Type you pass in the CSV must exist in your LeadSquared system.
    • If you pass an existing account name, the lead will be added to that account.
    • If you pass a new account name, a new account will be created in LeadSquared and the lead will be added to it.

 

6. Validation Report

You can view the status of your lead import. This pop-up displays a table with the number of lead rows, the number of valid lead rows and the errors. Below the table, you can find the list of Validation Errors. You can also download the error list from here. At the bottom of the pop-up, select –

  • Correct & Upload to make changes in the CSV and re-upload the file
  • Ignore & Proceed to continue with the import without making any changes

Leadsquared - Lead Import

 

7. Import Settings

7.1 Lead Import Rules

If a CSV file contains a lead with an email address that already exists in your LeadSquared account, the lead is considered to be a duplicate.

You have three options to handle duplicates –

  • Ignore duplicates – If you select this option, duplicate records will not be imported. This is the default option that is pre-selected.
  • Overwrite duplicates – If you select this option, the CSV file data will overwrite the data in your LeadSquared account. The following checkboxes will also be available for selection.
    • Import only if valid email exists in CSV
    • Do not update owner of existing leads
    • Do not create new leads – this will ensure leads are only updated and no new leads are created.
  • Update empty fields of duplicates – With this option, only empty fields of the duplicate records in LeadSquared will be updated with the data in the CSV file.

Uncheck the Import only if valid email ID exists in CSV if you want to import leads with invalid email addresses as well.

Here are some examples –

Assume that example@acmecorp.com already exists in your LeadSquared account. The CSV file you’re importing also contains the same Email Id.

Import Leads into LeadSquared

  • If you select Ignore duplicates, the lead will not be imported.
  • If you choose Overwrite duplicates, the lead fields you have chosen to map will update the existing lead in your account.
    • For example, if you selected First Name, Company and Lead Stage, only these fields will be updated for the existing record. The new values in LeadSquared will be John, Acme Corp and Prospect.
  • If you select Update empty fields of duplicates, lead fields which are empty in your LeadSquared account will be updated.
    • For example, if you have chosen to map Lead Stage, and that field is empty for the lead in your account, then only the Lead Stage will be updated to Prospect. The remaining fields will remain the same.

7.2 Select List and Owner

  • By default, the logged in user is displayed as the lead owner. You can change the lead owner from the drop-down.
  • You can assign the leads to a list you’ve created, or you can create a new list. If you want to create a new list, enter the list name and a description.
Note: When you create a new list, it gets created as a Static List. To learn more, see List Management.

7.3 Select Source

  • You can specify the source (organic search, referral sites, etc.) from which you obtained your leads.
  • The Import Summary Note option lets you enter text to specify details about the CSV file. For example, you could mention where you collected the data (Mall, Kiosk, Office, etc.), a partner you received the data from or even the old system (Zoho CRM, SalesForce, etc.)
Note: If you mapped a particular lead field in your CSV file to the Lead Source field in LeadSquared, then this option is automatically updated. You will not be allowed to make changes here. For instance, if a field named Reference is mapped to Lead Source, these details will get updated automatically.

Leadsquared - Import Leads

 

8. Send Import Report

You can also view the Import Report by navigating to Settings>Profile>Request History. Alongside the relevant Request Type, click Settings icon and select Send Import Report to receive an email with the details of your import.

Import Leads into LeadSquared

Regardless of the Send Import Report option, once your import is complete, you’ll receive an email with a link to download your original CSV. This CSV will have two additional columns ‘ImportStatus’ and ‘ImportMessage’ to help you understand which records were imported/ignored. Correct the unprocessed records and restart the Import Leads process with the corrected file. Import Leads into LeadSquared

 

9. Data Formats

You may encounter some of the following situations –

  • When your CSV files contain date fields, example ‘Contacted On’, ‘Followed Up On’, ‘Birthday’, and so on, you should ensure that you’ve created a matching custom field in your LeadSquared account. For more information on how to create a custom field, see How to Create Custom Fields. Also, ensure that date fields have the correct format – dd/mm/yy or mm/dd/yy.
  • If your CSV file contains a field which can be represented through a drop-down, you could create a matching custom field to map it to during the import process.
  • If the CSV file contains a lead field of type ‘Boolean’, you can create a matching custom field and then map the information during the import process. If the field is empty then, by default it is mapped as ‘NO’ in LeadSquared.
    • For example, you may have a lead field for ‘Valid Passport’. If a lead in your CSV file has an empty value for this column, it will get mapped as a ‘No’ in your LeadSquared account.
  • If your CSV file contains a field for ‘Do Not Email‘  you can map it to the ‘Do Not Email’ field in your account.

 

Any Questions?

We hope this article was helpful. Please leave us a comment below if you have more questions.

How can Admins Set Passwords for Other Users?

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Administrators can set passwords for any user. This is useful when users want to change their passwords but aren’t receiving the password reset email after resetting their passwords themselves.

Changing the Password

  1. Navigate to My Account>Settings>Users and Permissions>Users.
  2. In the users list, hover over the wheel icon alongside the user whose password you want to change, then click Change Password.
  3. On the Change Password pop-up, enter the new password. You can click Show alongside the text box to view your password as you type it in. Be sure to meet all the password criteria appearing in the prompt and try and set a strong password. Then click Save.

Change a User's Password