This article covers how to add users, create roles, manage permissions, and change user roles in Keap™. It also covers User Preferences and User Teams, which are available in Keap Ultimate only. These settings are managed from Settings under Users and Permissions.

Add a New User

1. Select the avatar in the lower-left corner of the page and choose Settings.

   

   The screenshot above shows the Settings option in the Keap avatar menu.

2. Select Users and Permissions.

   

   The screenshot above shows the Users and Permissions option in Keap Settings.

3. Select Add a new user.

   

   The screenshot above shows the Add a new user button on the Users and Permissions page.

4. Enter the name and email address of the user or partner to add. Partner email addresses are validated to confirm they belong to a Keap Certified Partner.

   

   The screenshot above shows the new user form with the name and email fields.

5. Select a role for the user. The four default roles are described below. Additional custom roles can also be selected if they have been previously created, or a new role can be created by selecting Add a new role from below the role list. See the Create a Role section below for details.

   Note: All users, regardless of role, can view SMS messages in the Keap web app and mobile app.

   • Admin — Full account permissions. Assign this role only to trusted individuals.

   • Limited Admin — Admin access with the exception of account setup access and the ability to add Admin users. Limited Admins cannot create Advanced Automations but can modify, publish, and unpublish them. The following actions are not available to this role: Mass Update Contacts, Mass Merge Duplicate Contacts, Reassign Contacts (Batch), and Start/Stop a Campaign Sequence.

   • Manager — Full access except managing users and merchant account information. Managers cannot create Advanced Automations but can modify, publish, and unpublish them. The following actions are not available to this role: Mass Update Contacts, Mass Merge Duplicate Contacts, Reassign Contacts (Batch), and Start/Stop a Campaign Sequence.

   • Staff — Limited access. Staff users can only view their own contacts, tasks, and deals assigned to them. Staff users cannot access Broadcasts, Easy Automations, Advanced Automations, Reports, or contact groups. Staff users cannot add or delete pipeline stages.

6. Select Send user invite. An invitation email is sent to the user with instructions to set up their Keap login credentials. The user will be assigned the role selected in the previous step.

Create a Role

Custom roles can be created during the Add a New User workflow above, or directly from the Roles and Permissions tab. To create a role from the Roles and Permissions tab:

1. Navigate to Settings, select Users and Permissions, then select the Roles and Permissions tab.

   

   The screenshot above shows the Roles and Permissions tab in Users and Permissions.

2. Select Create a new role or select the + symbol.

   

   The screenshot above shows the Create a new role button and the plus symbol.

3. Enter a name for the new role and optionally select an existing role to copy permissions from. Copying permissions from an existing role pre-fills the permission settings and reduces manual configuration. All permissions can still be modified after copying.

   

   The screenshot above shows the new role creation screen with the name field and the copy-permissions dropdown.

4. Select Create. The new role appears in the role list on the left side of the Roles and Permissions page and is available to assign to users.

Manage Permissions for a Role

1. Navigate to Settings, select Users and Permissions, then select the Roles and Permissions tab.

2. Select the role to edit from the list on the left side of the page.

   

   The screenshot above shows the role list on the Roles and Permissions tab with a role selected.

3. The Edit role page displays a list of users currently assigned to the role. Changes to permissions apply to all current and future users assigned to this role.

4. Select the Permissions tab to view and edit permissions.

   

   The screenshot above shows the Permissions tab on the Edit role page.

5. Permissions are organized by category. Each category displays the number of permissions currently granted. Categories can be expanded or collapsed. The search field can be used to locate a specific permission by name.

   

   The screenshot above shows the permission categories with counts and the search field.

6. Select the toggle next to a permission name to grant or remove that permission.

   

   The screenshot above shows individual permission toggles within an expanded permission category.

7. Select Save in the upper-right corner to save the changes. The updated permissions apply immediately to all users currently assigned to the role and to any users assigned to it in the future.

   

   The screenshot above shows the Save button on the Edit role page.

Change a User's Role

1. Navigate to Settings, select Users and Permissions, then locate the user by selecting their name from the user list or by searching their name in the Search users field.

2. Select the Role dropdown below the user's icon and select the role to assign.

   

   The screenshot above shows the Role dropdown on the user detail page.

3. If the required role does not yet exist, select Add a new role to create it. See the Create a Role section above for instructions.

User Preferences — Keap Ultimate Only

In Keap Ultimate, the user detail page includes a User Preferences section displaying the existing Ultimate user preferences for that account. This section is only visible when accessing a user from the user list in Keap Ultimate.

User Teams — Keap Ultimate Only

In Keap Ultimate, the user detail page includes a Teams tab. Selecting View user groups opens a panel to view and adjust the user groups assigned to that user. User Teams is a Keap Ultimate feature and is not available in other Keap editions.

Frequently Asked Questions

What does this article cover?

This article covers how to add users, create roles, manage permissions, and change user roles in Keap. User Preferences and User Teams are also covered and are available in Keap Ultimate only.

Can Staff users send and receive SMS messages?

All users, regardless of role, can view SMS messages in the Keap web app and mobile app. However, the Staff role has limited access and cannot use Broadcasts, Easy Automations, Advanced Automations, Reports, or contact groups.

Do permission changes apply to existing users assigned to a role?

Yes. Changes saved to a role's permissions apply immediately to all users currently assigned to that role, as well as any users assigned to it in the future.