How to Add Your Team to HemLead and Control What They Can See
Updated September 20265 min read
As your team grows, not everyone should see everything. This guide shows how to add salespeople and managers to HemLead, and how to decide exactly what each person can see and do.
When the whole team shares one login or one spreadsheet, there's no way to tell who did what, and anyone can see or change every lead. HemLead gives each person their own login, and roles — a set of permissions you give to a person — decide what they can access.
A new salesperson might see only the leads assigned to them. A manager might see everything and the reports. You, as the admin, stay in control of both.
What you need before you start
An admin login in HemLead.
The name and email of each person you want to add.
How to add a team member, step by step
1
Open the Team tab
Open Utility → Settings, then the Team tab.
2
Add a user
Click + Add User and enter the person's name, email and role.
Screenshot: Settings, Team tab, + Add User form with name, email and role
3
Confirm with the code
For security, HemLead emails a confirmation code to you, the admin. Enter it and click Confirm & Add User. The new member then receives an email with their login details.
Screenshot: Confirmation code box with the Confirm & Add User button
4
Fine-tune what they can do
Open the Roles & Permissions tab. Use a ready-made role or create your own, and choose exactly what it can do — for example, view only their own leads, manage Facebook settings, or see reports.
Screenshot: Settings, Roles & Permissions tab
5
Removing someone
Remove them from the Team tab. Their leads and history stay safe. Their paid seat stays available for the next person you add; to stop paying for that seat, remove it on the Billing page.
Why HemLead asks you for a code
Adding a user gives someone access to your leads, so HemLead double-checks that it's really you. The code goes to the admin's email, not the new person's. If someone else ever got into your admin login, they still couldn't quietly add themselves a new account without access to your email as well.
Choosing the right access for each person
A simple way to decide: give each person what they need to do their job, and nothing more. Here's how a typical small sales team might set it up:
Salespeople — can view and work only their own leads. They see the enquiries assigned to them, without the rest of the team's pipeline.
Sales manager — can see all leads and see reports, to check how the team and each source are doing.
Marketing person — can manage Facebook settings, so they can look after the ad connection without being an admin.
Owner / admin — everything, including adding people and changing roles.
You don't need to get this perfect on day one. Roles can be changed at any time on the Roles & Permissions tab, and the change applies to everyone with that role.
What you get
Each person sees only what they should — for example, a salesperson sees only their own leads.
Admins stay in control of who is added and what each role can do.
Nothing is lost when someone leaves. Their leads and history stay in HemLead.
Your data stays yours. Each business's data is completely separate from every other business on HemLead.
Also useful once your team is in
Assignment Rules (in the Operations menu) can hand new leads to the right person automatically, so nobody has to share them out by hand. The Activity Log shows who did what, which helps when you need to check what happened to a lead.
Tips
Start with a ready-made role and change it only if you need to. Fewer, clear roles are easier to manage.
Give salespeople access to their own leads only, unless they genuinely need to see the whole team's.
Keep settings like Facebook connections limited to admins or managers, so they aren't changed by accident.
When someone leaves, remove them from the Team tab straight away — and remove the seat on the Billing page if you won't replace them.
Common problems
"You're at your plan's user limit" — add seats or upgrade on the Billing page first.
A member doesn't see some leads or menu items — check their role on the Roles & Permissions tab.
