Help Center

Managing Users

Managing Users

* Page referenced in this article: Users page. To find it, go to Settings → User & teams → User.

The Users page is where account owners and authorized team members manage user access in LeadCenter. From this page, you can invite new users, update a user’s role or job title, deactivate users, reactivate users, and resend invitation emails.

User access is controlled by roles. Each role includes permissions that determine which pages, records, and actions a user can access.

Note: For a detailed explanation of built-in roles, custom roles, and permissions, see Roles & Permissions.

How to Invite a New User

1. Go to Settings → User & teams → User.
2. Click Invite new user.
3. Enter the user’s name, email, job title, and role.
4. Click Invite.

The user will receive an invitation email and will appear in the Users list with an Invitation sent status until they accept.

If the invitation email is not received, open the actions menu next to the user and click Resend invitation email.

How to Change a User’s Role

1. Go to Settings → User & teams → User.
2. Find the user in the list.
3. Open the actions menu, shown as three dots, next to the user.
4. Click Edit.
5. Update the Job Title or select a different Role.
6. Click Update to save the change.

Role changes take effect right away. The next time the user loads a page, their navigation and available actions will reflect the role assigned to them.

Note: The Owner role cannot be assigned from the user edit screen. To transfer account ownership, contact LeadCenter.AI support.

Deactivating and Reactivating Users

When a team member leaves or no longer needs access, deactivate the user instead of deleting their data.

Deactivation:

• Removes the user’s ability to log in.
• Preserves historical activity, including tasks, notes, calls, text messages, and emails.
• Frees up a user license seat in your subscription.
• Removes the user’s personal email configuration and calendar connections.

Deactivate a User

1. Go to Settings → User & teams → User.
2. Find the user in the list.
3. Open the actions menu next to the user.
4. Click Deactivate.

Reactivate a User

1. Go to Settings → User & teams → User.
2. Change the filter at the top of the Users list to Deactivated Users.
3. Find the user you want to reactivate.
4. Open the actions menu next to the user.
5. Click Activate.

Important: The Owner cannot be deactivated.

What Happens to Public Booking Links When a User Is Deactivated

When you deactivate a user, their personal BookMyTime public booking links automatically stop accepting new bookings. This includes their main public calendar URL and any individual meeting-type links under that calendar.

Anyone who visits the deactivated user’s public booking page, or a website embed using that calendar, will see a Page not found response. This helps prevent new contacts from booking meetings with someone who is no longer active in your account.

What Is Blocked

• The user’s main public booking page
• Individual meeting-type links under that calendar
• Availability lookups for open time slots
• Booking submissions, even if someone has an older cached version of the page open

What Is Preserved

Deactivating a user does not delete their historical calendar data. LeadCenter keeps:

• Historical appointments
• Follow-up emails
• AI note taker settings
• Reports and related activity
• The calendar configuration, in case the user is reactivated later

If the user is reactivated, their personal public booking links are restored automatically. There is nothing else to turn back on.

Shared Calendar Links

If your firm uses shared or team calendar links, deactivating one user does not automatically take the shared link offline. The shared link can continue working as long as it still has at least one active user.

Tip: If a deactivated user belongs to a shared calendar link, also remove them from the shared calendar setup so they are no longer eligible for new bookings through that team link.

Best Practices

• Assign the right role for the user’s responsibilities. Give each team member the access they need for their work.
• Review user access regularly. Confirm active users still need access and former team members are deactivated.
• Use meaningful job titles. The job title appears in the Users list and in shared screens.
• Update roles when responsibilities change. A user’s role should match their current work.
• Deactivate users promptly when access is no longer needed. Deactivation is non-destructive and frees a license seat.
• Require Two-Factor Authentication for users with administrative access. Two-Factor Authentication can be configured under Settings → Security Management.
• Use the Audit Log and Login Activities for accountability. Both are available under Settings → Security Management.

Frequently Asked Questions

Can I create custom roles or change what each role can do?

Yes. Authorized users can create custom roles and choose the permissions included in each role. Built-in roles are also available as a starting point, and the Owner role remains locked.

For more detail, see Roles & Permissions.

Can there be more than one Owner?

No. There is exactly one Owner per account. To transfer ownership to another user, contact LeadCenter.AI support.

Why does a user say they cannot see a page, button, or record?

Their role may not include the required permission, or the record may not be assigned to them. Review the user’s role first, then confirm whether the needed permissions are selected.

Why can a user only see some contacts or activity?

Some roles only allow users to see records they own or are assigned to. If the user should see more records, review their role permissions and record assignments.

Does deactivating a user delete their data?

No. Deactivation only removes the user’s ability to log in. Their historical activity remains attached to the related records.

Does each active user count toward my user license seats?

Yes. By default, every active user counts toward the user license seats in your subscription.

The user accepted the invite, but their permissions look wrong. What should I check?

Go to Settings → User & teams → User, find the user, and click Edit. Confirm the role assigned to them. If the role is correct, ask the user to refresh the page or sign out and back in.

How do I see who is logged in or has logged in recently?

Authorized users can go to Settings → Security Management → Login Activities to see recent sign-ins for users in the account, including available device and IP information.