Security, custom roles and audit log

Decide exactly who sees, changes, deletes and downloads what, hide amounts or phone numbers, group people into teams, see every action in the audit log, and take a full backup.

Admins find all of this under Settings › Security & audit.

The four built-in roles

Everyone in CRM has one of these. They don't change:

Custom roles (Business plan)

A custom role starts from Manager, Sales or Viewer and can only allow less. For example, Telecaller could be:

• leads only, their own;
• can add and change, but not delete or download;
• amounts hidden.

1. Go to Security & audit › Custom roles and click New custom role.
2. Give it a name and choose what it starts from.

3. For each area (Leads, Deals and activities, Contacts and companies, Quotes and invoices, Campaigns, Reports), choose:

   • Sees: their own / their team's / everyone's / switched off;
   • whether they can add, change, delete and download to Excel.

4. Optional:

   • Hide amounts: deal amounts, lead values and totals show as •••, and reports are switched off.
   • Hide phones and emails: for leads, contacts and companies. Their call and WhatsApp buttons go too.
5. Save, then on Settings › Users, choose the role for each person.

Notes:

• Hidden values are also left out of their Excel downloads.
• When they save a record, the hidden values stay as they were.
• People without a custom role keep their built-in role exactly as before.

Teams (Business plan)

Under Teams, make a team with a leader and members, for example Chennai sales. Then give the leader a custom role with Sees: their team's for leads and deals. The leader sees their own records and their team's, but not the whole company's.

Who can download Excel (every plan)

Under Data & export, choose:

• Everyone: each person downloads what they can see;
• Admins and managers only.

Audit log (Professional plan and above)

Audit log shows who did what and when:

• viewed a lead, deal, contact or company;
• added, changed (with the old and new values) or deleted a record;
• downloaded a list, or took a backup;
• changed users, roles and settings.

Filter by person, kind of action, kind of record or dates, or search for a name or value. The IP address is shown too.

Actions are recorded on every plan. Upgrading to see the log shows past actions as well.

Full backup (Professional plan and above)

Under Data & export, click Download the full backup. You get one ZIP file with all your CRM data as spreadsheets:

• leads, contacts, companies and deals;
• activities, notes, history, tags and custom fields;
• emails, WhatsApp and SMS messages, bookings and unsubscribes.

It contains your customers' details, so keep it safe. Every backup is recorded in the audit log.