--- title: "How do I manage users in noCRM?" description: "Buy licenses, add, deactivate, replace and reactivate users, and manage roles, passwords and availability in noCRM." url: https://help.nocrm.io/en/articles/84-how-do-i-manage-users-in-nocrm collection: "Account Set Up" updated: 2026-11-12 language: en alternates: [de, it, pt-br, es, fr] --- # How do I manage users in noCRM? Buy licenses, add, deactivate, replace and reactivate users, and manage roles, passwords and availability in noCRM. You manage noCRM users from **Admin Panel** > **Users**: buy licenses, invite colleagues, deactivate, replace or reactivate users, reset passwords and give the administrator role. noCRM pricing is based on licenses, not users. You can create as many users as you want, and when someone leaves your company, you can transfer their license to their replacement at no extra cost. ## Before you start You need: - The **Admin** role, to access the **Admin Panel**. - An available license, to create or reactivate a user. - The **Dream** edition, to use Team managers and the user availability status. ## What can each user role do? When you create a noCRM account, two roles are available: **Admin** and **User**. The Dream edition adds Team managers when you activate Teams. Call Campaigns add the Agent role. - **Admins**: access all leads, customize the account (settings, billing, logo and more), [access full statistics](https://help.nocrm.io/en/articles/12-statistics-reporting.md) by user, team or date, and export all this information. - **Team managers**: available in the Dream edition when an administrator activates Teams. They access the leads of their team members (not those of other teams), assign leads to them and access their team's statistics. To make a user a Team manager, go to **Admin Panel** > **Teams** and tick **Team manager** when you add them to a team. Learn [how to create and manage teams](https://help.nocrm.io/en/articles/80-create-teams.md). - **Users**: what they see depends on the privacy settings chosen by an administrator. With Teams activated, they see either what their team members do or only their own work. Without Teams, they see either all leads or only their own. Whatever the [privacy settings](https://help.nocrm.io/en/articles/83-privacy-and-permissions-settings.md), users only access their own statistics. - **Agents**: users assigned to [Call Campaigns](https://help.nocrm.io/en/articles/7-call-campaigns.md). In a simplified view, they only access the campaigns assigned to them, log calls, update statuses and add notes. They can't access the full lead list or the campaign settings. ## Buy licenses 1. Click your avatar at the top right. 2. Go to **Admin Panel** > **Users**. 3. Click the yellow cart button and buy the number of licenses you need. > **Warning:** **Important**: During a trial, your account can have up to 10 licenses, whether users are active or deactivated. If you need more, contact noCRM support through the chat. ## Add a user Each new user needs an available license (outside the trial period). 1. Click your avatar at the top right. 2. Go to **Admin Panel** > **Users**. 3. Click **\+ Users**. 4. Enter your colleague's email address. noCRM sends your colleague an invitation email. To edit their attributes, open their user page. ## Deactivate a user Deactivating a user frees their license. Their statistics, leads and prospecting lists are kept. 1. Click your avatar at the top right. 2. Go to **Admin Panel** > **Users**. 3. Open the **Actions** menu next to the user and select **Deactivate**. 4. Choose what happens to their leads: assign them to another user, move them to Unassigned leads, or decide later. > **Info:** **Note**: If you replace the user, their license remains available until your next renewal date. If you don't replace them, noCRM doesn't charge you for the unused license at renewal. ### Hide deactivated users from lists This keeps deactivated users out of your way when, for example, you filter leads by user or view statistics. 1. Click your avatar at the top right. 2. Go to **Admin Panel** > **Interface** > **Others**. 3. Select **Hide deactivated users in all lists in the application**. ## Replace a user and transfer their leads When someone leaves, deactivating them frees their license for their replacement, so you don't need to buy a new one. > **Success:** **Best practice**: To transfer a license, deactivate the departing user and create their replacement, as described below. Changing the email address is not the recommended way. > **Warning:** **Important**: Don't include Won, Cancelled or Lost leads when you reassign leads, because this can affect your statistics. 1. Click your avatar at the top right. 2. Go to **Admin Panel** > **Users**. 3. Open the **Actions** menu next to the departing user and select **Deactivate**. 4. In the dialog, choose **Do nothing now, decide later**. 5. Create the replacement user (see Add a user above). 6. In **Admin Panel** > **Users**, filter the list on deactivated users. 7. Open the **Actions** menu next to the deactivated user, select **Manage their leads**, then **Reassign them**. 8. Select the replacement user and click **Apply**. The selected leads are now assigned to the replacement user. ## Reactivate a user Reactivating a user uses one available license. For example, you can deactivate a sales rep on extended leave and reactivate them when they return. > **Warning:** **Important**: If you don't have an available license, buy one before reactivating the user. 1. Click your avatar at the top right. 2. Go to **Admin Panel** > **Users**. 3. Filter the list on deactivated users. 4. Click **Reactivate** next to the user. ## Change a user's email address > **Warning:** **Important**: Changing a user's email address is not the recommended way to transfer a license. Use it when someone registered with a personal email address instead of their work address. 1. Click your avatar at the top right. 2. Go to **Admin Panel** > **Account Management** > **Users**. 3. Open the **Actions** menu next to the user's name and select **Edit profile**. 4. Replace the email address. Tell the user about the change. They sign in with the new email address and their current password. If they don't remember it, reset their password (next section). ## Reset a user's password As an administrator, you can reset the password of a user who forgot it or left the company. > **Error:** **Caution**: Resetting a password signs the user out of all their desktop and mobile devices and clears their current password. noCRM emails them instructions to set a new one. 1. Click your avatar at the top right. 2. Go to **Admin Panel** > **Users**. 3. Open the **Actions** menu next to the user and select **Reset Password**. ## Make a user an administrator 1. Click your avatar at the top right. 2. Go to **Admin Panel** > **Users**. 3. Open the **Actions** menu next to the user and select **Edit**. 4. At the bottom of the profile, select **Admin**. ## Check a user's availability The availability status helps you route new incoming leads to available users, including teams working remotely or across time zones. > **Warning:** **Important**: The availability status requires the Dream edition and only counts desktop logins. ### What do the availability statuses mean? - **Offline**: the user has never logged in to noCRM. - **Online**: the user is logged in to noCRM. - **Away**: the user has logged out. noCRM shows how long they have been away (for example, since 1 min). ### Where can I see a user's availability? - In **Admin Panel** > **Users**, check the **Online status** column. - On a lead, click the lead owner's avatar to display the account's users. Green or grey dots show each user's availability. ## Troubleshooting ### noCRM says the email address is already in use The address may belong to a deactivated user. In **Admin Panel** > **Users**, filter the list on deactivated users and reactivate the user if you find them. If you can't find one, check whether another user added the address as an alias. ### A user can't sign in because of two-factor authentication 1. Click your avatar at the top right. 2. Go to **Admin Panel** > **Users**. 3. Open the **Actions** menu next to the user and select **Deactivate two-factor authentication**. ### The account's only administrator needs to be replaced If the only administrator, who is also the account owner, needs to be replaced, contact noCRM support. ## Related articles - [How to create and manage teams](https://help.nocrm.io/en/articles/80-create-teams.md) - [Privacy and permissions settings](https://help.nocrm.io/en/articles/83-privacy-and-permissions-settings.md) - [Call Campaigns](https://help.nocrm.io/en/articles/7-call-campaigns.md) - [Statistics and reporting](https://help.nocrm.io/en/articles/12-statistics-reporting.md)