User Permissions — Jtek Knowledge Base

Roles in Jtek

Every user in Jtek has a role that determines their default level of access. Understanding the roles helps you add team members correctly from the start.

Admin — full access. Admins can see and change everything: billing, all settings, all contacts, all conversations, all reporting. Only give Admin access to people who truly need it (you, a business partner, or a trusted senior manager).
User — standard access. Users can access Contacts, Conversations, Calendar, and Opportunities. They cannot access Billing, global Settings, or Team management. This is the right role for most salespeople, support staff, and VAs.
Custom roles (if supported by your plan). Some plans allow you to create custom roles with a specific mix of permissions. Useful if you need a "View Only" role for reporting, or a "Scheduler Only" role for a booking coordinator.
Roles set the default, permissions customize from there. After assigning a role, you can further customize individual permissions for each user. Custom permissions override the role defaults.
You can change someone's role at any time. Go to Settings → Team → click their name → change the Role dropdown. Changes take effect immediately on their next page load.

Settings — Team

Jesse OnateAdmin

Sarah ReynoldsUser

Marcus KimUser

Virtual AssistantCustom

Tip: Err on the side of fewer permissions when adding a new team member. It's much easier to grant additional access than to claw it back after someone has seen data they shouldn't have. Start with User role and expand as needed.

Inviting a New Team Member

Adding a team member to Jtek sends them an invitation email they can use to create their login. The whole process takes under two minutes.

Go to Settings > Team — Click the gear icon in the left sidebar, then select "Team" from the settings menu.
Click "+ Invite User" — A dialog appears prompting you to enter the new user's information.
Enter their email address — Use the email address they'll use to log into Jtek. This is where the invitation will be sent.
Assign a role — Choose Admin or User (or a custom role if available). Remember: start with the minimum access they need to do their job.
Click "Send Invite" — They receive an email invitation with a link to create their password. The link is typically valid for 48–72 hours. If they miss it, you can resend from the Team page.
Confirm their access after they log in — Have them log in and navigate to the sections they need to access. Confirm everything looks correct before they start working in the account.

Tip: Give new team members a quick walkthrough of Jtek before their first day using the account. Even a 10-minute screen share prevents the most common "where do I find X?" questions and sets them up for faster adoption.

Setting a User's Permissions

Beyond their role, you can fine-tune individual permissions for each user to give them exactly the access they need — no more, no less.

Go to Settings > Team > click the team member's name — This opens their user profile page within Settings.
Click the "Permissions" tab — You'll see a list of feature areas with toggle switches: Contacts, Conversations, Calendar, Opportunities, Reporting, Automations, Sites, Settings, etc.
Toggle individual permissions on or off — For example, you might give a VA access to Contacts and Conversations but not Reporting or Settings. Each toggle controls a specific section of Jtek.
Some permissions have sub-options — For example, the Contacts permission may let you toggle: View, Create, Edit, Delete separately. This gives you precise control — a user can edit contacts but not delete them.
Click Save — Custom permissions override the role defaults immediately. The user will see the updated access on their next page load.

Restricting Data Access

For privacy between team members — like preventing sales reps from seeing each other's leads — Jtek lets you restrict each user to only see contacts assigned to them.

Open the user's Permissions tab — Settings → Team → click the user's name → Permissions tab.
Find the Contacts permission section — Look for a setting that controls which contacts this user can see.
Set it to "Only Assigned" — This restricts the user to only see contacts where they are the assigned user. They won't see contacts assigned to other team members or unassigned contacts.
Make sure contacts are properly assigned — For this restriction to work correctly, every new contact must be assigned to a team member (manually or via a workflow "Assign User" action). Unassigned contacts won't be visible to anyone with "Only Assigned" access.
Test the restriction by logging in as that user — Use an incognito window and log in with their credentials to verify they can only see their own assigned contacts. Confirm the Contacts list looks as expected.

Tip: If you use round-robin lead assignment (automatically distributing new leads to different team members), always pair it with the "Only Assigned" contacts restriction. This ensures each rep only sees their own pipeline and leads can't poach each other's prospects.

Removing a Team Member

When a team member leaves your organization, deactivate their account promptly so they can no longer access your Jtek data.

Go to Settings > Team — Find the team member in your team list.
Click their name to open their user profile — This opens their details and settings page.
Click "Deactivate Account" — Usually found at the bottom of their profile page or in a more options menu (three dots). Confirm when prompted.
Their access is revoked immediately — They're logged out of all active sessions and can no longer log in. Their name remains visible in historical data (conversations, notes, activity logs) since that history is preserved.
Reassign their contacts and open conversations — After deactivating, go through any contacts or conversations assigned to them and reassign to an active team member. Otherwise those contacts may fall through the cracks.

Deactivation vs. Deletion: Deactivating a user removes their login access but preserves all of their historical data — conversations, notes, pipeline moves, and activity logs. Deleting a user (if that option is available) may permanently remove this history. Always deactivate rather than delete unless you have a specific reason to delete and understand the consequences.

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