Manage insideCRM

Manage users, technical access and settings for the selected CRM tenant. Check the active workspace before making changes.

Requirements and permissions

The overview and API-key list require management.read; user management requires users.manage. Changing API keys and central settings requires settings.manage; opening the settings page also requires management.read. App administrator status applies to the selected tenant.

Step by step

Open administration

1. Open Management in the navigation.
2. Check the active workspace and usage overview.
3. Choose Users, Import & export, API keys or Settings for the change you need.

Depending on the license and available data, the overview shows active users, actions, storage, license duration and AI usage. Detail dialogs explain storage and AI consumption. Usage figures support administration and capacity planning; available data depends on enabled modules.

Manage users

1. Open Management → Users and search for the email address before creating an account.
2. For an existing account, choose Invite user, enter their email address and select User or App admin. Confirm the invitation.
3. To create an account, choose New user. Enter email, first name and last name; check language, timezone and Active status. Enable SSO only only for a configured SSO account.

Growth, providers, and enterprise SSO

Configure teams, automations, public forms, and external providers while they are disabled. Verify the respective legal confirmation before enabling them. DocuSign, OIDC, and SAML secrets are accepted only on write and are never displayed afterwards. Enterprise SSO requires allowed domains, a default role, return paths, and sufficient licence seats; test OIDC discovery or SAML metadata before rollout. Growth Operations readiness and metrics expose aggregate operational data only, without contact content or secrets.

1. To change an existing user, open Edit. The App admin checkbox controls management access. Complete reauthentication if requested.
2. Save and check the list. Reopen an existing user if you need to send another invitation or perform an authorized two-factor reset.

Users managed in a primary tenant may be read-only elsewhere; make the change in that primary tenant. If the email address already exists, the application can offer an invitation instead. Transfer shared data, mailboxes, safes and responsibilities before deactivating or removing an account. The last administrator is protected.

Manage API keys

1. Open Management → API keys and start creating a key.
2. Enter a descriptive name for the integration and select its User. Both fields are required.
3. Set an appropriate Expiration date and check Active status. Without an expiration date, the key does not expire automatically.
4. Save and store the key securely. Test the integration on the correct product and tenant host with a read request.
5. To revoke access, edit the key and deactivate it, or delete it after checking dependent integrations. To rotate it, first create a replacement, update the integration and then deactivate the old key.

An expired key is inactive. Access depends on the selected user and their permissions; this form does not offer individual API permission scopes. Choose an appropriate user. The API guide explains the supported integration contract.

Manage settings

1. Open Management → Settings.
2. Choose the relevant section. Available options depend on the product and enabled modules.
3. Record the previous value before changing it. Edit related fields together and check validation messages.
4. Save and open the affected feature using a regular user account. Verify that the intended change took effect.

Import, export and clean up data

1. Open Management → Import & export and select the relevant entity type. Only entity types licensed for the current workspace are available.
2. To import data, upload a UTF-8 CSV or an XLSX file. Map each required source column to exactly one target field and check required fields.
3. Select the duplicate strategy and run a dry run first. Review the summary and correct reported rows before starting the actual import.
4. To export data, select the entity type and download the generated CSV file. Protect the file according to the personal data it contains.
5. Under Duplicates, select the record to keep, review both entries and explicitly confirm the merge. Related activities and relationships move to the target; the removed record cannot be used separately afterwards.

Imports are limited to 10,000 rows, 200 columns and 10 MB. Select the Pipedrive source profile for Pipedrive exports; insideCRM suggests safe mappings but never treats external IDs as internal IDs. Existing runs show their status and result for the active tenant. Start with a small synthetic test file for large or business-critical datasets.

Review sales metrics and goals

1. Open Insights and select a start and end date. Won and lost deals are assigned to the period by their closing date.
2. Review the funnel, average stage duration and activity distribution. Long stage durations indicate bottlenecks and are calculated from the actual stage history.
3. Administrators can create, update and delete revenue, won-deal or activity goals. Optionally scope a goal to one user and verify its period and target before saving.

Manage sales automations

1. Open Management → Automations and start from a template or an empty draft.
2. Select an event or date trigger, watched fields and typed conditions. Add compatible actions only; email uses published templates and webhooks use administered subscriptions.
3. Run Simulate with synthetic data. The preview shows conditions, steps and planned actions but writes no CRM, mail, task, webhook or notification data.
4. Review the trigger, user scope, execution user, dependencies and limits in the activation dialog. Activation applies to future events only and makes the selected version immutable.
5. Changes create a new draft. When pausing, decide whether waiting runs continue on their pinned version or stop in a controlled way.
6. Review the step timeline. Loop protection, missing permissions and references use business error codes; the owner is warned after 100 consecutive failures and the rule pauses automatically after three business days.

Manage booking pages

For examples, availability rules, email behavior, rescheduling, privacy and troubleshooting, see Appointment booking.

1. Open Management → Booking and configure the name, host, timezone, duration, buffers and booking horizon.
2. Set weekly availability and activate the page only after review. Copy the public link and complete a test booking.
3. Review appointments in the bookings list. Guests receive a confirmation and can cancel through their individual link; competing bookings are rejected.

Manage sales teams

1. Open Management → Sales teams and create a uniquely named team.
2. Add active workspace users. Every member can access contacts, deals and objects whose visibility is explicitly assigned to this team.
3. Use teams for examples such as a Northern region, a restricted Key accounts group or a Services product line. Creating a team does not change existing record visibility automatically.
4. Before removing a member, confirm that their access is no longer required. A team can only be deleted when it has no members and no assigned records; the interface lists all remaining usage.

Result

Users can sign in to the intended workspace, technical access has been checked, CRM data was transferred in a controlled way and updated settings work as expected.

Troubleshooting

Related tasks

• Roles and permissions
• Password safe
• Troubleshooting