What are the user permission levels and what can each level do?

Users can have one of three permission levels:

• User
  Users can view and update all contacts, opportunities, cases and tasks.
• Administrator
  Administrators can do everything users can do, plus they can configure account settings. For example, Adminstrators can edit tags, custom fields, opportunity milestones and track templates. They can also add, amend and remove other users.
  
• Account Owner
  The Account Owner has the same level of access as an Administrator. In addition the Account Owner is responsible for:
  • Ensuring users are meeting the Terms of Use.
  • Paying the monthly subscription if you are using the Professional Edition.

  Capsule automatically assigns the account owner role to the person who opens your account.

  
  

  In addition to the permission levels, the right to export data can be removed for individual users.

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How do I make a user an administrator?

Click through to the user's setting page from the Settings > Users. Choose Edit user, then tick the administrator checkbox and save the change.

Can a user be prevented from exporting data?

When adding or updating a user, the following option will appear to control whether the user can export contacts, opportunities and cases to CSV or vCard file:

If the right to export is removed from an administrator then the administrator will not be able to assign the right to other users.

How do we change account owner?

The current account owner must assign the role to the new owner by clicking through to Settings > Account and the Change account owner:

When you re-assign this role, only the new account owner can change account owner, upgrade, downgrade or cancel your account, and receive your monthly invoice.

You may also want to change your payment details.

If you have a single user account, there are a couple of extra steps:

• add the new account owner as a new user
• assign the account owner role to this user
• if you do not want the previous account owner as a user, login as the new account owner and delete the user

If your current account owner can't re-assign the role, please contact us on .(JavaScript must be enabled to view this email address).

How do I add a user?

If you have administrator status, click on Settings > Users and to add a user click the Add New User button.

When the new user is added, Capsule sends an automated email notifying the account owner the monthly subscription will be increasing.

How do I suspend or delete a user?

If you have administrator status, click on Settings > Users and Capsule returns a list of all current users.

• Suspend user
  To suspend a user click on the user's name > Edit and select Suspend user.
  

  

  The user and associated tasks will remain on Capsule, but they won't be able to login. To reverse the suspension, follow the same process and select restore user.


• Delete user
  To delete a user highlight the User Name and click on Delete User on the right hand side of the screen. All history the user has entered such as emails and notes will be retained. All open tasks currently assigned to the user will be reassigned to you.

Deleting a user reduces the subscription cost. Temporarily suspending a user has no effect on the subscription cost.

How do I configure my language, timezone and date format?

The Capsule user interface and online help is available in the English language only. However you can configure your date format and time zone settings by visiting My preferences from your user menu in the Capsule navigation bar.

To change your date format to day first (e.g. dd/mm/yyyy), choose English (United Kingdom) from the language list. To change your date format to month first (e.g. mm/dd/yyyy) choose English (United States) from the language list.

The time zone setting controls display of dates in history such as emails and notes. Choose the your timezone from the list.

How do I set a default currency?

Your user settings include a default currency which is used when adding new opportunities. If you've recorded opportunities with a mix of currencies Capsule will derive the sales pipeline value in your default currency using the latest exchange rates. You can change your default currency by clicking through to More > User Settings then choosing Edit.

How do I change my email address?

To edit your email addresses:

1. Visit My preferences from your user menu in the Capsule navigation bar
2. Follow the link to your contact page
3. Choose Edit person to make the change to your email address

I have forgotten my password, what should I do?

From the Capsule sign-in page, click I can't access my account.

Enter your email address or user name and click the email reset code to me.

If you have forgotten your email address and user name, contact one of your administrators.