Entity management | DealCentre AI

Roles define what users can do within the platform. DealCentre AI uses two system-defined roles to control administrative permissions. Each role has a specific scope and responsibility to maintain control and accountability.

Entity Administrator

Scope:

Across all entity administrators, groups, and group administrators within the organization.

Responsibility:

Entity admins can perform organization-wide setup and administration, ensuring groups, roles, and deals are structured correctly.

• Role management - Add and remove entity administrators, add and remove group administrators.
• Group management - Create groups, delete groups, add users to groups, and move users between groups.
• Deal and workflow management - Create deals, manage deal stages, and manage contacts.

Group Administrator

Scope:

Within one group

Responsibility:

Group admins manage users and deal settings within their assigned group to support deal activities.

• Role management - Add and remove group administrators.
• Group management - Add users to groups and remove users.
• Deal and workflow management - Create deals, add group members to a deal, manage deal stages assigned to their group, and manage contacts assigned to their group.

Note: A user can have both Entity Administrator and Group Administrator roles.

The below table shows the required roles required for each task.

View and add entity administrators

Prerequisite: You need to be an entity administrator to be able to view or add other users as entity administrators.

View entity administrators

1. Click the DealCentre AI icon in the upper-left corner of the screen.
2. Click the Settings icon in the left navigation panel.
3. Click Entity Management.
4. (Optional.) Select the Users tab if not already selected. 
5. Filter the Role column to review the members of your organization who have entity administrator privileges.

Add entity administrators

1. Click the DealCentre AI icon in the upper-left corner of the screen.
2. Click the Settings icon in the left navigation panel.
3. Click Entity Management.
4. (Optional.) Select the Users tab if not already selected. 
5. Click Add Users to assign entity administrator privileges to additional people.
6. Enter the new administrators' email addresses in the Email Address box.
7. Select the check box for Entity Administrator.
8. (Optional.) To assign group administrator privileges:
   • Select the check box for Group Administrator 
   • From the Select Group dropdown list, select one group.
9. Click Add.

The user receives entity administrator privileges and can now create deals and manage contacts across your organization. If you assigned group administrator privileges, they can also manage those specific groups.

Remove a user's entity administrator privileges

Prerequisite: You need to be an entity administrator to be able to remove other users as entity administrators.

When you remove a user's entity administrator privileges, the user can no longer create deals or manage contacts. However, the user will still have access to deals to which they are invited.

1. To display the deals list, click the DealCentre AI icon in the upper-left corner of the screen.
2. Click the Settings icon in the left navigation panel.
3. Click Entity Management.
4. (Optional.) Select the Users tab if not already selected. 
5. For the user whose privileges you want to remove, click the trash can icon in the Actions column.
6. Clear the check box for Entity Administrator.
7. (Optional.) To keep group administrator privileges, leave the checkbox for Group Administrator selected.
8. (Optional.) To remove group administrator privileges, clear the checkbox for Group Administrator selected.
9. Click Remove.

Add groups 

Entity administrators can create groups and add members to them.

Note: A user can belong to only one group.

1. Click the DealCentre AI icon in the upper-left corner of the screen.
2. Click the Settings icon.
3. Click Entity Management.
4. Select the Groups tab.
5. Click Add Group.
6. In the Group Name, enter a name for the group.
7. (Optional.) In the Group Members box, enter the email addresses of the people you want to add as group administrators immediately. 
8. Click Create.

Entity administrators can delete a group. When you delete a group, the group and all the group administrator privileges are removed. 

Delete groups 

1. Display the deals list.

   If you are viewing a deal, click the DealCentre AI icon in the upper left corner of the screen to display the deals list.

2. Click the Settings icon.
3. Click Entity Management.
4. Select the Groups tab.
5. For the group that you want to delete, click the trash can icon in the Actions column, 
6. Click Remove.

Prerequisite: You need to be an entity administrator or group administrator to be able to view or add other users as group administrators.

View group administrators as an entity administrator

1. Click the DealCentre AI icon in the upper-left corner of the screen to display the deals list.
2. Click the Settings icon.
3. Click Entity Management.
4. (Optional.) Select the Users tab if not already selected. 
5. Filter the Role column to review the members of your organization who have group administrator privileges. 

Add group administrators as an entity administrator

1. Click the DealCentre AI icon in the upper-left corner of the screen to display the deals list.
2. Click the Settings icon.
3. Click Entity Management.
4. Select Groups.
5. Click the Name of the group.
6. In the User panel on the right, click Add Users to assign group administrator privileges to additional people.
7. In the Email Address box, enter the new administrators' email addresses.
8. Click Add. The users receive group administrator privileges for this group.

View group administrators as a group administrator

Note: As a group administrator, you only see your group and its members. 

1. Click the DealCentre AI icon in the upper-left corner of the screen to display the deals list.
2. Click the Settings icon.
3. Click Entity Management.
4. Review the members of your organization who have group administrator privileges.

Add group administrators as a group administrator

Note: As a group administrator, you only see your group and its members. 

1. Click the DealCentre AI icon in the upper-left corner of the screen to display the deals list.
2. Click the Settings icon.
3. Click Entity Management.
4. Click Add Users to assign group administrator privileges to additional people.
5. In the Email Address box, enter the new administrators' email addresses.
6. Click Add. The users receive group administrator privileges for this group.

The users receive group administrator privileges for this group.

Prerequisite: You need to be an entity administrator or group administrator to remove other users as group administrators.

Note: As a group administrator, you only see your group and its members. 

Remove a user's group administrator privileges as an entity administrator

If you remove a user's group administrator privileges, the user will no longer be able to create deals or manage contacts. The user will still have access to deals to which they are invited.

1. Click the DealCentre AI icon in the upper-left corner of the screen to display the deals list.
2. Click the Settings icon.
3. Click Entity Management.
4. Select the Groups tab.
5. Click the Name of the group.
6. In the User panel on the right, click the trash can icon in the Actions column for the user whose privileges you want to remove.
7. Click Remove.

Remove a user's group administrator privileges as a group administrator

If you remove a user's group administrator privileges, the user will no longer be able to create deals or manage contacts. The user will still have access to deals to which they are invited.

1. Click the DealCentre AI icon in the upper-left corner of the screen to display the deals list.
2. Click the Settings icon.
3. Click Entity Management.
4. For the user whose privileges you want to remove, click the trash can icon in the Actions column.
5. Click Remove.