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1. Introduction

Definition

Creating a user is the process of adding a new employee (operator) to your company on the Leeloo.AI platform, issuing them personal credentials and a role that defines their set of permissions. Each created user receives their own login (email) and password to sign in to the company account.

Creating a user belongs to the Manage stage of the customer lifecycle: it is at this stage that the team of operators runs conversations, processes requests and deals, so a correct set of users and their permissions is the foundation of manageable company operations in Leeloo.AI.

From the perspective of the B2B operator (the company owner or an administrator), creating a user is a management action: you expand the team, assign each employee a role with the required access level, and control who can do what in the system. Without a created user, an employee cannot sign in to the company account and work with clients.

From the perspective of the B2C client, creating a user is an operation the client does not see directly. However, the created user is exactly the employee who then signs in to the system and runs correspondence, processes orders and client requests. The quality and speed of client service depend directly on who is added to the team and with what permissions.

Creating a user by itself writes nothing to the Client's Card, but it is the created users who subsequently read and update the card's data — recording statuses, tags, comments and actions on the client during their work.

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After reviewing this guide you will understand

• how to create a role with the required set of permissions or choose a suitable default role;

• how to add a new user (operator) to the company through the «User Management» section;

• which 9 fields you need to fill in when creating a user and what each of them is responsible for;

• why a role must always be granted the «See the administrative panel» permission and how to handle the role-editing permission safely;

• how to verify the correctness of the permissions granted to a user without signing out of your own account.

Purpose

Creating a user is a key tool for managing a team: it turns the single owner account into a full-fledged multi-user workspace where every employee has their own access and area of responsibility. This is the USP of manageable operations — permissions are granted precisely, while operators' actions remain transparent and controllable.

At the Manage stage, creating users forms the company's operational team: the owner delegates the handling of conversations, requests and deals to employees with suitable roles, while retaining control over permissions. The job — assemble a team of operators with correctly configured access rights so that each one sees and does exactly what is needed for their work, and nothing more.

2. Before you start

To create a user, you must have an account with sufficient permissions. Make sure in advance that the following conditions are met:

• you are signed in to the system as Company owner or as a user with a role that has the permission to edit roles set;

• you have access to the «Roles Management» and «User Management» sections in the company settings;

• a role with the «See the administrative panel» permission has been prepared — without it the user will not be able to work in the company account;

• the employee's data is at hand: name, work email (the password will be sent to it) and contact phone number.

3. Prepare the user role

Before creating a user, decide on the role you will assign to them. A role defines a set of permissions, so first you need to make sure a suitable role already exists, or create one.

1. Sign in to the system as Company owner or another user with a role that has the permission to edit roles set.

2. Go to the «Roles Management» menu.

3. Review the default roles and assess whether they meet your requirements. If a suitable role already exists — proceed to the next section. If not — create the role you need.

4. Add a new role, set the necessary permissions for it and save. Remember the role name — you will need it when creating the user.

4. Create the user

Once a suitable role is ready, you can add a new user. All data is entered in the user management section.

1. Go to the «User Management» tab.

2. Click to create a new user and fill in the form fields described below.

3. After filling in all the fields, click the «Create» button.

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User creation form fields:

1. Username: Identifier for your employee.

2. User email: A password for company login will be sent to the specified email when creating the user. The email is also used as the login for authorization.

3. User password: This password must be used together with the email to sign in to the user's account. Upon creation, the password is sent to the specified email.

4. Confirm password: Repeat the password above to verify its correctness.

5. Employee phone number: Field for entering the contact phone number.

6. Employee role: A dropdown menu displays all roles available in your company.

7. Access restriction: Option to limit the user's access to specific tunnels on the platform.

8. «Create» button: Creates the user with the specified data. If the user already exists, the button allows you to save the changes made.

9. That's it! The user is ready to use. You can verify the correctness of the role's permissions by using the email and password you set. For convenience, you can use Incognito mode in your browser.

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Key terms