Help Center

Managing Users

* Page referenced in this article: Users page.

LeadCenter uses a role-based permission system to control what each user can see and do inside your account. Every user you invite is assigned one of four roles. The role determines which menus, pages, and actions are available to that user when they log in.

Important: Editors are intended for power users running day-to-day operations, including Workflows, Templates, Pipelines, and Marketing, but not for changing account-wide configuration or managing other users.

You can manage users and their roles from Settings → Users. From that screen, you can invite new users, edit a user’s role and job title, deactivate or reactivate a user, and resend invitation emails.

The Four User Roles

LeadCenter.AI has the following roles, listed from the highest level of access to the most restricted:

1. Owner
2. Admin
3. Editor
4. Limited

Owner

The Owner is the person who created the account. There is exactly one Owner per account, and the Owner role cannot be assigned to another user from the Edit user screen. The Owner has full, unrestricted access to every feature in the application.

The Owner can:

• Access all areas of the application, including Settings, Marketing, Workflows, Templates, and Reports.
• Invite new users, edit roles, deactivate users, and reactivate users.
• Manage business name, address, logo, and integrations.
• Manage subscriptions and billing.
• Configure shared email accounts, notifications, and workflow templates.
• Switch between multiple stores when the account has access to more than one.
• Manage website forms, lead sources, and lead capturing settings.

Note: The Owner cannot be deactivated. To transfer ownership of an account, contact LeadCenter.AI support.

Admin

Admins have nearly the same level of access as the Owner. This role is intended for trusted team members who help operate the account on the Owner’s behalf.

An Admin can:

• Invite, edit, deactivate, and reactivate users.
• Access Settings, including Basic Settings, Lead Capturing, Workflows & Templates, Contact Management, Calendars, Email Setup, Phones & Text, Advanced Settings, and Security Management.
• Manage workflow templates, email templates, SMS templates, task templates, note templates, appointment templates, and landing pages.
• Manage shared email configuration and personal email configuration.
• Manage subscriptions and billing.
• See and edit all leads, contacts, tasks, notes, calls, SMS, and emails in the account.
• Export contacts and use admin-only columns in contact and pipeline views.

An Admin cannot transfer ownership of the account or perform actions reserved exclusively for the Owner, such as switching between multi-store accounts when the Owner controls multiple stores.

Editor

Editors are intended for staff members who do hands-on operational work, building workflows and templates, running marketing campaigns, and working with the full contact database, but should not change account-wide configuration, billing, or user access.

An Editor can:

• See and work with all leads, contacts, tasks, notes, calls, SMS, and emails in the account.
• Build, edit, duplicate, publish, pause, manually run, and delete Workflows.
• Create and edit Email Templates, including the Visual Designer, SMS Templates, Note Templates, Task Templates, Task List Templates, Appointment Templates, and AI Templates.
• Create and edit Pipelines, Deal Stages, Deals, and Pipeline Custom Fields.
• Use the Marketing dashboard, including campaigns, marketing spend, landing pages, and domain configuration.
• Manage SMS Keywords and Keyword Subscribers, and manage Lead Source Campaigns.
• Manage Teams and Workflow Service Teams.
• Manage Email Setup, including sending domains and from-addresses, and the shared Email Configuration, including SMTP, Microsoft, and Gmail integrations.
• Manage External Websites, External Forms, and Form Custom Fields.
• Manage personal email configuration and personal calendar connections.
• Export contacts, merge contacts, and compose new SMS messages.
• Manage Financial Advisor accounts when the Financial Advisor industry is enabled, and manage Financial Advisor goals.

An Editor cannot:

• Open the Settings hub, the Users page, or perform user management, including inviting users, editing roles, deactivating users, or reactivating users.
• Manage subscriptions and billing.
• Manage account-wide configuration that lives under Settings → Basic Settings, including business name and logo, lead stages and categories, lead sources, lead channels, lead mediums, lead custom fields, office locations, termination reasons, call center settings, virtual numbers, email redirects, integrations, API tokens, notification preferences, and security management, including the Audit Log and Login Activities.
• Transfer ownership of the account.

Limited

Limited is the most restricted role. It is designed for team members who should only see contacts and activity explicitly assigned to them, such as a contracted assistant, scheduling team, or junior team member.

A Limited user can:

• See only the leads and contacts assigned to them.
• See only their own tasks, notes, calls, SMS, and emails associated with their assigned leads.
• Update assigned records as needed.

A Limited user cannot:

• See leads, contacts, or activity that belongs to other users.
• Merge leads or use the merge-leads screen.
• Create Financial Advisor accounts when the Financial Advisor industry is enabled.
• Compose new SMS messages from the SMS screen.
• Access Settings or administrative configuration.
• Manage personal or shared email accounts.
• Access subscriptions and billing.

Permissions at a Glance

How to Invite a New User

1. Go to Settings → Users.
2. Click Invite new user in the top-right of the screen.
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 → Users.
2. Find the user in the list and click the actions menu, shown as three dots, on the left of the row.
3. Click Edit.
4. Update the Job Title and select the new Role: Admin, Editor, or Limited.
5. Click Update to save the change.

The change takes effect immediately. The next time the user loads a page, the navigation and available actions will reflect the new role.

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

Deactivating and Reactivating Users

When a team member leaves or no longer needs access, deactivate them instead of deleting their data. Deactivation:

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

Deactivate a User

1. Go to Settings → Users.
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 → Users.
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 lowest role that still lets the user do their job. Avoid making everyone an Admin.
• Limit the number of Admins. Most teams need only one or two Admins in addition to the Owner.
• Use the Limited role for assistants and contractors. Combined with contact assignment, the Limited role gives them only the records they need.
• Always set a meaningful Job Title. The job title appears in the Users list and in shared screens.
• Review the Users list regularly. Confirm active users still need access and former team members are deactivated.
• Require Two-Factor Authentication (2FA) for any user with access to administrative features. At a minimum, the Owner and all Admins should have 2FA enabled. 2FA can be configured under Settings → Security Management.
• Use the Audit Log and Login Activities for accountability. Both are available under Settings → Security Management.
• Re-evaluate roles when responsibilities change. Update the user’s role so their permissions match their current job.
• Deactivate users immediately when access is no longer needed. Deactivation is non-destructive and frees a license seat.

Frequently Asked Questions

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

No. The four roles, Owner, Admin, Editor, and Limited, are fixed and cannot be customized from the UI. To restrict what a user sees, choose a more restricted role and rely on contact assignment.

Can there be more than one Owner?

No. There is exactly one Owner per account. Additional users with account-wide privileges should be assigned the Admin role. To transfer ownership to another user, contact LeadCenter.AI support.

Why does a user say they cannot see Settings or some menu items?

The Settings hub, the gear icon in the top-right, and the administrative pages under Settings, including Users, Subscriptions, Integrations, Lead Stages, Custom Fields, Call Center Settings, Email Redirects, and Notifications, are visible only to the Owner and Admins. Editors and Limited users do not see those links.

Editors do still have direct access to Workflows, Templates, Pipelines, Marketing, Email Setup, Teams, and the shared Email Configuration through their own sidebar entries. If a user truly needs the Settings hub itself or user management, change their role to Admin from the Edit user screen.

Can an Editor build workflows and edit templates?

Yes. Editors are intended to do day-to-day operational work and have full access to the Workflow Builder, all template types, including Email, SMS, Note, Task, Task List, Appointment, and AI, Pipelines, Marketing, Landing Pages, Email Setup, Teams, and the shared Email Configuration. Editors cannot, however, open the Settings hub, manage users, change billing, or modify account-wide configuration such as lead stages, categories, custom fields, integrations, or call center settings.

Why can a Limited user only see some contacts?

The Limited role is designed to show only records assigned to the user. Leads, contacts, tasks, notes, calls, SMS, and emails that are not assigned to the Limited user will not appear in their lists. Assign the relevant records to the user and the related activity will become visible.

Does deactivating a user delete their data?

No. Deactivation only removes the user’s ability to log in. Their tasks, notes, emails, SMS, and other historical activity remain attached to the associated leads and contacts. The user can be reactivated later from the Deactivated Users filter.

Does each role count toward my user license seats?

Yes. By default, every active user, regardless of role, counts toward the user license seats in your subscription. Owners and Admins can manage subscriptions from Settings.

Can an Editor invite or manage users?

No. Inviting, editing, deactivating, and reactivating users is restricted to the Owner and Admins. Editors and Limited users do not see the Users screen.

Can a Limited user export contacts or merge leads?

No. Exporting contacts and merging leads are not available to the Limited role. If a user needs those capabilities, assign them the Editor role or higher.

Can a Limited user use SMS, email, and call features?

Limited users can read and reply to SMS, emails, and call activity related to leads or contacts assigned to them. They cannot compose new standalone SMS from the global SMS screen, configure email accounts, or use shared email features.

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

Go to Settings → Users, find the user, and click Edit. Confirm the role assigned to them. If the role is correct, ask the user to log out and log back in so the navigation refreshes. If permissions still look wrong, check the Audit Log under Settings → Security Management to see whether the role was changed recently.

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

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

What happens if I downgrade an Admin to Editor or Limited?

The change takes effect on the user’s next page load. They will lose access to Settings, user management, billing, and account-wide configuration. Their historical activity is preserved and remains visible to other Admins and the Owner. You can change the role back at any time.