How to add and invite users in Leadnote

You add people from Settings, then Add & Manage Users / Team, which opens the Users page. Choose Add User for one person or Invite several for up to 100 at a time. Account Owners and Managers can do this, and each new person takes one seat.

For each person you choose between two ways to sign in. You can send an email invitation so they pick their own password, or set the password yourself and share it.

Add one user

1. On the Users page, choose Add User. The form is titled Add New User.
2. Under Name and Contact Number, fill in First Name and Last Name. Mobile Number is required when you set the password now and optional when you send an invitation. It must be 5 to 15 digits.
3. Under User Role and Login Credentials, pick the User Role: Manager, L1 User or L2 User. Only the Account Owner sees Manager in the list. See user roles and permissions to choose.
4. Enter the Login Email Address. Use an address the person can open.
5. Under Login credentials, choose Send invitation by email or Set password now.
6. Optionally add a Designation, Team, Region, Branch, an Annual sales target, and whether the person is Available. Untick Available to mark someone on vacation. Regions and branches come from your Sales Organisation setup.
7. Optionally tick Enable this feature now under Map Lists for List Based Access Rights and choose the lists this person can reach. This only maps the person. The organisation-wide switch is described in who can see which leads.
8. Choose Save. You see "User added", or "Invitation created. Track it in the invite outbox".

If you set the password, it needs at least 8 characters with a letter and a number, and it cannot be the person's email address or a very common password. The box Ask the person to choose a new password at next sign-in is ticked by default. Leave it ticked when the password is only temporary.

The login email cannot be edited after the user is created, and no two users in Leadnote can share one address, even in different organisations.

What the invited person sees

The person receives an email saying they have been invited to your organisation on Leadnote, with an Accept invitation button. The link opens a page called Accept your invitation. They choose a password, select Set password and continue, then sign in. If you left out their mobile number, it can be added later.

An invitation link:

• works once,
• stays valid for seven days,
• stops working as soon as you send a newer invitation to the same person.

Invite several people

1. On the Users page, choose Invite several.
2. Paste one person per line, or select Choose CSV file. Download template gives the columns: first name, last name, email, phone, role, designation and team. The file needs an "email" column.
3. Pick Role for rows without one and Team for rows without one. Rows without a role become L1 Users unless you change this.
4. Check the preview. Each row shows Ready or what needs fixing, and the counts read, for example, "3 ready" and "2 need fixing". Rows with a problem are not sent.
5. Choose Invite. The button shows how many people it will send.

A line can be just an email address, a name with an email in angle brackets, or a comma-separated line with phone and role. When a line holds only an email, Leadnote builds the name from it.

Common problems flagged in the preview are a missing email, a duplicate line, an address that already belongs to a user, a mobile number that is not 5 to 15 digits, and an unknown role (use manager, l1 or l2). Inviting a Manager is blocked unless you are the Account Owner.

After sending, a result window lists each row as Created, Skipped or Failed. Nothing is rolled back, so rows that went through stay created even if others failed. Use Copy failures or Download CSV to fix the failed rows and try again.

Seats

Each person holds a seat from the moment you invite them, even before they accept. If there are not enough free seats, the dialog says Not enough free seats for this batch and offers Purchase more users, which only the Account Owner can follow through. Read user seats and limits for what uses a seat and how to free one.

Track, resend and revoke invitations

The Invitations tab lists everyone invited, with the filters Pending, Expired, Revoked, Accepted and All. Each row shows the person, status, who invited them and when it was last sent.

• Resend sends a new email and cancels the earlier link. You can resend to one person up to 5 times an hour. After that the row shows a countdown until you can try again.
• Revoke makes the current link stop working. The person stays on the list as revoked and keeps their seat. You can invite them again with Resend.
• An expired invitation needs Resend, which creates a fresh seven-day link.

The same Resend invitation action is in the row menu of a pending person. The Invite outbox records each invitation message and its delivery status.

After they join

Use the row menu on the Users page to edit a person, change their role, mark them unavailable or deactivate them. The Usage Report tab shows each active user's leads added, comments and activities over the last 30 days. When someone leaves, see deactivate, offboard or delete a user. To group people, see create and manage teams.

On the mobile app

On the mobile app, Account Owners and Managers can use Manage users, then Add user, and choose Set password now or Send invitation. The same screen has Resend invitation. These actions need an internet connection. Inviting several people from a file is a web app feature.