Overview

Effective user management and data security are crucial for ensuring the integrity and confidentiality of your sales pipeline. Pipedrive provides flexible tools for controlling user access, setting permissions, and maintaining CRM security. This article walks you through how to manage users and safeguard your account.

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👥 User Management in Pipedrive

🔹 Adding New Users

To invite team members to your Pipedrive account:

1. Go to Settings > Manage Users
2. Click “Add user”
3. Enter the email address of the new user
4. Choose a role (Regular user, Admin, or custom role)
5. Click “Send invite”

📧 The user will receive an invitation via email to join your company’s Pipedrive account.

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🔹 Assigning Roles and Permissions

Pipedrive provides different levels of access through roles:

• Admin – Full access to settings and data
• Regular User – Restricted access as per permissions
• Custom Roles (on Advanced plans) – Tailored access levels

To manage permissions:

• Go to Settings > Permissions & Visibility
• Select a role and customize what users can view or edit (deals, contacts, pipelines, etc.)

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🔹 Managing Visibility Groups

Visibility Groups define what users can see in the CRM:

• Create groups (e.g., by team or region)
• Assign users to appropriate groups
• Control visibility of deals, people, and organizations

Navigate to Settings > Permissions & Visibility > Visibility Groups to configure.

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🔹 Removing or Deactivating Users

1. Go to Manage Users
2. Click the three-dot icon next to a user’s name
3. Choose “Deactivate” or “Remove”

Deactivation disables access but retains the user’s data. Removal deletes the user entirely from the account.

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🔒 Security Features in Pipedrive

✅ Two-Factor Authentication (2FA)

Enhance login security with 2FA:

• Users can enable 2FA from Personal Preferences > Security
• Admins can enforce 2FA for all users in Company Settings > Security Center

Authenticator apps like Google Authenticator or Authy are supported.

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🔐 Password Security

• Encourage strong passwords (at least 8 characters, including numbers and symbols)
• Recommend periodic password changes
• Use password managers for safe storage

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🔍 Activity and Audit Logs

Pipedrive includes tracking for:

• Login history
• Settings changes
• User activity

Available via Company Settings > Logs (on higher-tier plans). Useful for audits and troubleshooting.

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🛡 Advanced Security Features (on Advanced/Professional Plans)

• IP Whitelisting: Restrict logins to specific IP ranges
• Session Management: View and manage user sessions
• Forced Logout: Immediately log out users if needed (e.g., lost devices)

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🛠 Best Practices for User Management and Security

Task	Recommendation
👤 Add users with correct roles	Ensure they only access what they need
🔄 Offboard users promptly	Deactivate or remove accounts when users leave
🔒 Enforce 2FA	Require for all users
📅 Review access regularly	Audit users, roles, and visibility every quarter
🧠 Train your team	Promote awareness of CRM security policies

Conclusion

Managing users and maintaining CRM security in Pipedrive ensures smooth collaboration and protects your sales data. By setting appropriate access levels, monitoring activity, and enforcing security protocols, your business stays compliant and your data remains secure.