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Account Responsibilities and Super Administrator

Who is the Super Administrator

The Super Administrator role on your account is responsible for all account related functions. Administrators can help with the setup of the account but are unable to assist with payments or account-related decisions.

There is always at least one Super Administrator on your account. The person opening the account is automatically assigned this role, however this person can reassign this role and responsibilities across to another user at any time.

Responsibilities of the Super Administrator

Your Company is the Capsule customer and the Super Administrator(s) has responsibility for the account as a whole, on behalf of the Company. They take responsibility for user behavior and content within your account.

There are features in Capsule your Super Administrator can see and edit that are not available to others, these are; changing your company name/address/billing info/invoice cc, canceling the account and accessing deleted records. All of these are explained below.

Changing your Super Administrator

Your current Super Administrator can assign their role to another user following these steps:

  1. Go to the Account Settings Account and Plan
  2. Click the button to Change under the Super Administrators heading.
  3. Select the new Super Administrator from the user list using the option.
  4. The current Super Administrator will need to click the X icon next to their name to remove their Super Administrator permissions.
  5. Confirm the changes by selecting Change Super Administrators.
  6. The old and new Super Administrator will need to log out and back in to Capsule to see the change.
modal for changing account super administrator, showing list of users that can be added and removed in order to update the current Super Administrator. A message is displayed to inform the current Super Administrator that once they are removed they will no longer be able to manage billing or cancel the account

In exceptional circumstances where your Super Administrator is unable to make this change, a customer representative writing from a company domain email address should contact us and we will work through the steps necessary for us to help you with this change.

How to add more Super Administrators

The current Super Administrator has the ability to make more Super Administrators. To do that they would follow these steps:

  1. Go to the Account Settings Account and Plan
  2. Click the button to Change under the Super Administrators heading.
  3. Select the new Super Administrator from the user list using the option.
  4. This will add the user as an additional Super Administrator.
  5. Confirm the changes by selecting Change Super Administrators.
modal for changing account super administrator, showing list of users that can be added using a + icon in order to add multiple Super Administrators

Alternatively, a Super Administrator can add multiple Super Administrators from the User and Teams settings page. To do that:

  1. Go to the Account Settings Users and Teams.
  2. Click on the user you’d like to make Super Administrator
  3. Use the Role drop down and select Super Administrator.
    Drop down menu to make a user Super Administrator
  4. Review and then confirm the details of the change and click the button to Add Super Administrator.

How to change your Company Name & Site Address

Changing your company name or Capsule site address is simple. Once you have updated the required information you must inform your users of the changes as it will change the URL they use to access Capsule and the Mail Drop Box address on the account. To change your company information:

  1. Go to the Account Settings Account and Plan
  2. Click the link to change under the ‘Site address of your account’ or ‘Company Name’ heading.
  3. Enter the new subdomain or company name and save the changes.
Organization name and site address link with 'change' buttons next to each which allow the user to update

When changing site address this also updates your Mail Drop Box email address automatically. You can find the new Mail Drop Box address by clicking on your name in the top menu bar Account Settings My Preferences Mail Drop Box. All users will need to be made aware of this new address so they can continue to store emails.

Trash, Permanently Deleting & Restoring Records

All users have the ability to delete individual records they have access to. Deleted records are stored in the ‘Trash’ for 30 days before they are permanently deleted. A Super Administrator can permanently delete earlier than the 30 days, or, restore a record from Trash.

  • Delete - permanently deletes the record and it cannot be restored.

  • Restore - restores the full entry. Sometimes this could restore a lot of records e.g. where there was a bulk delete.

Each delete action represents a row in the trash. This could be a single email or a bulk delete of three contacts for example.

List of items in the trash

Here’s a list of the different records that can be restored:

  • People & Organizations along with any linked Tasks, Projects, Opportunities, history and attachments
  • Opportunities & Projects along with any linked tasks, history and attachments
  • Notes & Emails along with any linked attachments
  • Files that were attached to activity entries such as notes or emails

To permanently delete or restore you go to the Account Settings Trash - here you’ll see a list of all deletion entries in the last 30 days.

How to set up Required Two Factor Authentication

All users have the ability to enable Two Factor Authentication (2FA) for their own individual user login, and this can be turned on or off at any point. The Super Administrator however, has the ability to enforce 2FA across the account using Required Two Factor Authentication.

Once Required Two Factor Authentication is enabled on the account, any users who do not have 2FA set up will be logged out of Capsule automatically. The next time they login, they will be prompted to set up 2FA and will need to have it enabled in order to access the account moving forward.

How to enable Required Two Factor Authentication

To enable Required Two Factor Authentication:

  1. Go to the Account Settings > Users and Teams.
  2. Click to ‘Enable’ Required two factor authentication for all users on your account.
    confirmation message that required two factor authentication is enabled on the account
  3. If you do not currently have 2FA enabled yourself, you will be prompted to get that set up prior to turning on Required 2FA.
    Users and Teams account settings page displaying a yellow prompt message to inform the Super Administrator they must first enable two factor authentication for their user before turning on required 2FA
warning message displayed when enabling Require Two Factor Authentication to inform the Super Administrator that users will be logged out automatically once enabled and any unsaved work will be lost

On logging back into Capsule, these users will be required to set up 2FA before they can regain access to the account.

How to disable Required Two Factor Authentication

To disable Required Two Factor Authentication:

  1. Go to the Account Settings > Users and Teams
  2. Click the link to ‘Disable’ Required two factor authentication for all users on your account.
  3. If the account is connected to Xero, you will first need to disconnect the integration before being able to disable Required Two Factor Authentication.
  4. Confirm you would like to ‘Disable Required Two Factor Authentication’.
Users and Teams account settings page displaying the option to disable Required Two Factor authentication