Your team lives in Settings > My Staff, where you can add new users, edit their details, and remove people who no longer need access. This guide walks through the full team-member lifecycle in Aesthetix CRM — creating a user with their name, email, phone, and role; updating their profile, permissions, and settings later; and deleting a user when it's time to offboard them.
For a breakdown of what each access level can do, see Roles and Permissions: Admin vs. User.
Use these steps to invite a new user and configure their profile, permissions, role, call settings, availability, and calendar.
Step 1: Click "Settings." Open the Settings menu in Aesthetix CRM.
Step 2: Click "My Staff." Open the My Staff section, where all of your team members are listed.
Step 3: Click "Add Employee." This opens a new team member profile for you to fill out.
Step 4: Open "User Info." Start in the User Info tab to enter the team member's core details.
Step 5: Add a logo. Upload a personal logo or photo for the team member.
Step 6: Input the team member's details. Fill out the basic information for the employee, including their first name, last name, email address, and phone number. You can also add a phone extension if applicable.
Step 7: Enable the email signature. Check the box to establish an email signature for the user. This enhances the campaigns they are assigned to.
Step 8: Open "User Permissions." Move to the User Permissions tab to control what this team member can access.
Step 9: Edit user permissions. As an administrator, you can toggle individual user permissions on and off for each member of your team.
Step 10: Open "User Roles." Move to the User Roles tab to set the team member's access level.
Step 11: Edit the user role. Assign the user as either a general User or an Admin. (See Roles and Permissions: Admin vs. User for what each level can do.) You can also define the data visibility scope for the employee, controlling how much of the account's data they can see.
Step 12: Open "Call & Voicemail Settings." Move to the Call & Voicemail tab to configure the team member's phone setup.
Step 13: Add an inbound number. If a user requires a dedicated number, you can include an inbound phone number here.
Step 14: Set the call time-out limit. Set how long an inbound call rings for this user before it times out.
Step 15: Upload a voicemail recording. Optionally, upload a voicemail recording file for the user.
Step 16: Open "User Availability." Move to the User Availability tab.
Step 17: Edit user availability. User availability lets you customize the default availability for each user.
Step 18: Open "User Calendar Configuration." Move to the User Calendar Configuration tab.
Step 19: Edit the calendar configuration. To simplify scheduling, connect a Google calendar for the user. This lets the user sync their personal calendar within the system. You can also select the relevant calendar for the employee here.
Step 20: Click "Save." Save the new team member's profile to finish creating the user.
Update a team member's information, roles, permissions, or contact details at any time.
Step 1: Click "Settings." Open the Settings menu.
Step 2: Click "My Staff." Open the My Staff section to view your team members list.
Step 3: Sort and search your team. Use the Roles sort to organize your user list by role. You can also use the search bar to quickly find users by name, email, or phone number.
Step 4: Locate the team member and click the pencil icon. Find the staff member you want to update and click the pencil (edit) icon next to their name.
Step 5: Make your edits. Update the team member's details as needed — including their User Info, Roles & Permissions, and other settings.
Step 6: Click "Save." Finalize your changes by clicking Save.
Remove a team member from your account when they no longer need access.
Step 1: Click "Settings." Open the Settings menu.
Step 2: Click "My Staff." Open the My Staff section from the menu.
Step 3: Locate the team member and click the delete icon. Find the staff member you want to remove and click the delete icon next to their name. You can also delete a team member from within their edit screen.
Step 4: Type "DELETE" to confirm. Type DELETE in the confirmation field to verify the action.
Step 5: Click "Confirm Delete." Confirm the deletion to remove the user from your account.
What information do I need to add a new team member? At minimum, you'll provide the team member's first name, last name, email address, and phone number. You can also add a phone extension, a logo or photo, an email signature, and configure their permissions, role, call settings, availability, and calendar.
What's the difference between a User and an Admin? You can assign each team member as either a general User or an Admin. Admins have broader access, including the ability to toggle permissions for other team members. For full details on what each level can do, see Roles and Permissions: Admin vs. User.
Can I control what each team member is allowed to see and do? Yes. As an administrator, you can toggle individual user permissions on and off, set the user's role, and define the data visibility scope to control how much of the account's data each team member can access.
Can I edit a team member's details after creating them? Yes. Go to Settings > My Staff, click the pencil icon next to the team member's name, make your changes, and click Save.
How do I give a team member their own phone number and voicemail? In the Call & Voicemail Settings tab of the team member's profile, you can add a dedicated inbound number, set a call time-out limit, and upload a voicemail recording.
Can a team member sync their personal calendar? Yes. In the User Calendar Configuration tab, you can connect a Google calendar for the user so they can sync their personal calendar within the system.
What happens when I delete a team member? The user is removed from your account and loses access. Because deletion is permanent, you must type DELETE in the confirmation field and then click Confirm Delete before the action is completed.
