For any RIA (Registered Investment Advisor), managing users within Redtail CRM is essential to ensure seamless operations, secure data, and efficient teamwork. Whether you’re bringing on a new advisor, support staff, or admin, assigning the right roles and permissions is key to maintaining compliance and optimizing workflows.
In this blog, I'll walk you through the process of adding users to your Redtail database and customizing their permissions to align with your RIA’s service model. These steps will help your team stay organized, avoid access issues, and deliver a high level of service to clients.
Step 1: Accessing the "Manage Database Users & Teams" Menu
The first step in adding new users is navigating to the "Manage Database Users & Teams" menu, located within the "Admins Only" section. Follow these steps to find the "Manage Database Users & Teams" menu:
👉 1. Log into Redtail CRM with your admin credentials.
👉 2. Click on your profile icon in the top-right corner of the dashboard.
👉 3. In the dropdown menu, select "Manage Your Account".
👉 4. Scroll down to the "Admins Only" section, and click on "Manage Database Users & Teams."
🎉 Now you’re in the right place to start adding new users or managing existing ones. Let’s move on to the next step!
Step 2: Adding a New User to Redtail CRM
Once you're in the "Manage Database Users & Teams" menu, you’re ready to add a new user. Follow these steps to complete the process:
👉 1. Click on the "Add User" button at the top of the user management page.
👉 2. Click on "New User"
👉 3. Enter the new user's details, including:
Username
Password
Email Address (This will be used to send their login invitation)
First Name
Middle Initial
Last Name
Assign Admin Role (e.g., Administrator, Standard User, or a Custom Role). This step ensures the new user has the right level of access to perform their tasks.
Click "Add User" to finalize the new user.
After saving, an invitation email will automatically be sent to the new user with instructions to set up their login and password. Once they accept the invite, they’ll be ready to access Redtail CRM with the permissions assigned to their role!
Next, we’ll cover how to customize and fine-tune user permissions.
Step 3: Editing Permissions / Rights for Redtail CRM Users
Permissions determine what users can view and modify within Redtail. Here’s how to adjust permissions for an individual user:
👉 1. Go back to Manage Users from the Admin Options menu.
👉 2. Find the user you want to edit and click on the downward arrow or carrot next their name.
👉 3. Then, click on "Edit User Rights"
👉 3. Select the user rights that you'd like this user to have, then click "Update User Rights"
Redtail CRM User Rights Explained
In Redtail CRM, assigning user rights allows administrators to control what specific actions team members can perform. Below is a breakdown of each user right listed, along with an explanation of what it allows the user to do and when it’s appropriate to grant these rights.
1. Change Servicing Advisor
What it means: Allows the user to change the Servicing Advisor assigned to a client’s profile.
When to use: The Servicing Advisor is responsible for managing the overall relationship with the client. This right is important if there are internal changes, such as reassigning clients to another advisor within the firm.
Who should have it: Senior advisors, operations managers, or anyone handling client reassignments.
2. Change Writing Advisor
What it means: Allows the user to update the Writing Advisor on a client’s profile. The Writing Advisor is typically the advisor responsible for initiating the relationship or sale, such as setting up an account or selling a policy.
When to use: This right is used if the Writing Advisor needs to be corrected or updated due to internal adjustments or changes in responsibility.
Who should have it: Admin users or managers responsible for tracking who originated specific business relationships.
3. Combine Records
What it means: Allows the user to merge duplicate client records into a single profile.
When to use: Useful when duplicate client entries appear in the CRM (e.g., the same client was added more than once). Combining records helps maintain clean data.
Who should have it: Admins or data managers responsible for database maintenance. Giving this right to too many users can lead to accidental data merges, so it’s best limited to key team members.
4. Delete Note
What it means: Allows the user to delete notes attached to a client’s profile. Notes often contain important details about client interactions, meetings, or updates.
When to use: This should be used sparingly, such as when a note was entered by mistake or contains incorrect information.
Who should have it: Limited to admins or compliance officers, as deleting notes could result in lost information or compliance issues if not properly managed.
5. Delete Contact
What it means: Grants the user the ability to delete client or contact records from the CRM.
When to use: Deleting a contact should only occur in rare cases (e.g., duplicate records or incorrect data entry). Often, deactivation is preferred to deletion for record-keeping.
Who should have it: This right should only be granted to admins or operations managers, as deleting contacts can result in lost data that may be critical for reporting or compliance.
6. Export CSVs
What it means: Allows the user to export data from the CRM into CSV (Comma-Separated Values) files, which are commonly used for spreadsheets or data analysis.
When to use: This is useful when team members need to analyze client data or share reports externally in spreadsheet format. However, exporting data can pose a security risk if not managed carefully.
Who should have it: Data analysts, operations managers, or compliance teams. It’s best to restrict this right to avoid unauthorized data sharing or breaches.
7. Export PDFs
What it means: Allows the user to export client information, reports, or documents from the CRM into PDF format.
When to use: Useful for generating client reports, summaries, or presentations that need to be shared in a consistent, uneditable format.
Who should have it: Advisors, operations staff, or client-facing team members who need to generate reports for meetings. It’s a good idea to monitor who has this right to ensure sensitive data is not shared inappropriately.
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