Managing Permission Sets and Profiles in 8020CRM
- Mary Morales
- Sep 23, 2024
- 3 min read
Updated: May 13
Jump to a section
Overview
User access in 8020CRM is controlled through a combination of Salesforce Profiles, Permission Sets, and Permission Set Groups. This guide walks through how to assign and manage user permissions using Salesforce Setup.
Before You Begin
You must have System Admin rights to access and edit user profiles, permission sets, and group assignments in Setup.
Why It Matters
Setting the right access helps your team:
Work securely and efficiently
Avoid 'over-permissioning' or exposure to sensitive data
Access the tools needed for their role in 8020CRM
Step 1: Access Salesforce Setup
Log in to 8020CRM
Click the gear icon in the top-right corner
Select Setup from the dropdown menu
Once inside, use the left-side search bar (Quick Find) to navigate settings.
🎥 Watch step-by-step video: Access Salesforce Setup & Quick Find
Step 2: Navigate to Profiles and Permission Tools
Use Quick Find to locate:
Profiles: Controls baseline access by role (e.g., System Admin, Residential Retail, Residential REI)
Permission Sets: Add specific features without changing a profile
Permission Set Groups: Bundles of permission sets for common roles
| A Profile is assigned during user creation. Use Permission Sets to layer on access.
Step 3: Assign a Permission Set Group
8020CRM includes prebuilt Permission Set Groups that align with common roles:
Group Name | Purpose |
Base User | Required for all users (core access) |
Lead User | For lead intake or inside sales |
Acquisitions User | For acquisitions reps and managers |
Dispositions User | For disposition teams |
Marketing User | For campaign teams and leadership |
Manager User | For team leads, execs, and ops roles |
Administrator User | Full platform access |
Retail User | For retail-facing reps |
Transaction Coordinator | For TC workflows |
GetReal Data | Grants skip tracing, API data access |
Copilot Salesforce PSGs | For Salesforce Copilot tools |
| Most users have Base User + one role-specific group.
To assign a permission set:
Go to Setup > Users
Click the user’s name
Click Permission Set Assignments
Click Edit Assignments
Add the correct group(s)
Click Save
🎥 Watch step-by-step video: Assign a Permission Set From User Profile
Step 4: Assign Individual Permission Sets (Optional)
Use these if a user needs something beyond their group.
Common examples include:
Campaign Influence
Einstein Activity Capture
Converted Lead Visibility
Skip Trace Access
Retail Commissions
To assign an individual permission set:
Go to Setup > Permission Sets
Click the set name
Click Manage Assignments
Click Add Assignments
Select the user(s), then click Assign
🎥 Watch step-by-step video: Assign Permission Sets from the Permission Sets
Step 5: Configure User Details
From Setup > Users > [User Name], review and edit:
Profile (e.g., System Admin, Residential Retail)
Name, Username, and Email
Business Unit or Company
Signature (used in emails and portals)
Step 6: Activate or Deactivate a User
To deactivate a user:
Go to Setup > Users
Uncheck the Active box
Click Save
To manage access:
Use Reset Password, Freeze, or Unlock options
| Deactivating a user does not reduce your Salesforce license count.
🎥 Watch step-by-step video: Activate or Deactivate a User
Best Practices
Use Base User + one group for simplicity
Avoid creating duplicate permissions
Test changes with a sandbox user when possible
Regularly audit user access and group membership
Learn More
If you'd like to go deeper on user access, profiles, and permission sets in 8020CRM, check out our video Salesforce Admin Essentials: Profiles and Permissions for 8020CRM Users or reach out to your Success Manager for personalized support.
Comments