How to Add and Manage Users in Pipedrive

Overview

Efficient user management is essential to keeping your Pipedrive account organized, secure, and collaborative. This guide covers everything you need to know about adding new users, assigning roles, and managing existing users in your Pipedrive account.

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? Who Can Add and Manage Users?

Only users with Admin rights have permission to:

• Invite new users
• Manage existing user access
• Change roles and visibility settings
• Deactivate or remove users

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➕ How to Add New Users

Step 1: Navigate to User Management

• Go to Settings (⚙️ icon) > Manage Users

Step 2: Click “Add User”

• Click the “Add user” button in the top-right corner

Step 3: Enter User Details

• Type the user’s email address
• Choose the appropriate user role (e.g., Regular User, Admin)
• Select the visibility group (if applicable)

Step 4: Send Invite

• Click “Send invite”
• The user will receive an email with a link to join your Pipedrive account

✅ Tip: Add users with the minimum necessary permissions to ensure security and clarity.

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? How to Manage User Roles and Permissions

User Roles:

• Admin: Full access to company settings, pipelines, and user management.
• Regular User: Limited access, based on visibility and permissions settings.
• Custom Roles (Advanced plans): Tailored permissions to suit different teams or positions.

To edit roles:

1. Go to Settings > Permissions & Visibility
2. Select a user role
3. Customize what that role can view or edit (e.g., deals, activities, pipelines)

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?️ How to Manage Visibility Groups

Visibility Groups determine what data a user can access.

Use them to:

• Separate departments or teams
• Restrict access to specific pipelines, deals, or contacts

To manage:

1. Go to Settings > Permissions & Visibility > Visibility Groups
2. Create or edit groups and assign users accordingly

Example: Sales reps can only see their own deals, while managers can view everything.

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? How to Deactivate or Remove a User

Deactivate a User (Recommended for temporary or past employees):

1. Go to Manage Users
2. Click the three-dot menu next to the user’s name
3. Select Deactivate
4. Their access is revoked, but their data (deals, notes, activities) remains

Remove a User (Permanent):

• Follow the same steps and select Remove instead of deactivate

⚠️ Important: Reassign that user’s open deals and contacts before removal to avoid data loss.

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? Monitor User Activity (Optional)

Admins can use Activity Logs and Reports to:

• Track user activity (emails sent, calls made, deals added)
• Analyze team performance
• Ensure users are working within CRM guidelines

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? Best Practices

Task	Tip
Add users with appropriate roles	Start with minimum access and scale up as needed
Organize by visibility groups	Keeps sensitive data secure and relevant
Deactivate instead of delete	Preserves history and accountability
Audit user access quarterly	Remove inactive users and update roles
Train new users	Ensure they understand Pipedrive workflows and expectations

Conclusion

Adding and managing users in Pipedrive is simple but powerful when done right. With proper roles, visibility settings, and security practices, you can scale your CRM confidently while keeping your data clean and your team productive.