Managing Users

Adding and Removing Users

If you manage your Microsoft Dynamics CRM Online subscription at Microsoft Dynamics CRM, you can add multiple user A person who has an active user account in Microsoft Dynamics CRM. records at a time for the same set of security roles Defined sets of privileges.The security role assigned to a user determines which tasks the user can perform and which parts of the user interface the user can view. All users must be assigned at least one security role in order to access the system. by using the Add Users wizard. After creating the users in Microsoft Dynamics CRM, you can send them invitations E-mail messages sent to potential new users, which include instructions for how to access their organization's subscription to Microsoft Dynamics CRM Online and an invitation key to use during the initial sign in. to join your organization.

To remove a user, you can disable that user's record in the system, but you can't delete it. Disabling the user record denies access to the system but retains user information in the database.

If you manage your subscription at Microsoft Office 365, add or remove your users on the Office 365 Admin portal Users page.

More information: Add users to Microsoft Dynamics CRM Online

Managing User Licenses

Microsoft Dynamics CRM Online uses user licenses to provide access to your organization. You need one user license per person with an active user record who logs into your organization.

If you manage your Microsoft Dynamics CRM Online subscription at Microsoft Dynamics CRM, then when you add a new person, the Add Users Wizard displays the number of user licenses available. If you reach your limit, the Next button is no longer available. You can add additional licenses with the Add User License Wizard.

An unaccepted invitation requires a user license until the invitation expires two weeks after it was issued.

If you have more user licenses than you are using, contact support to reduce the number of licenses. You cannot reduce the number of licenses to less than you are currently using or less than your offer allows. Any changes are reflected in your next billing cycle.

If you manage your subscription at Microsoft Office 365, each user license requires a unique Microsoft Online Services ID, and every user who logs on to Microsoft Dynamics CRM needs a license. Most Microsoft Dynamics CRM subscriptions include a specific number of user licenses.

When you add a user to your subscription, that user is automatically assigned one of the licenses you purchased.

More information: Add or remove user licenses

Optional Ways to Organize Users

Depending on how you are using Microsoft Dynamics CRM, you may want to explore additional ways to organize users. These groupings do not have any impact on controlling data access.

• Sales Territories Sales regions.Territories are used to manage accounts and sales, and to group data in sales reports.. These are used for organizing data in sales reports. More information: Work with Territories
• Resource groups Groups of two or more resources (users, facilities, or equipment) that can be scheduled interchangeably.. These are used for scheduling resources Users that perform a service, or the equipment or facilities that are required for a service.. More information: Work with Resource Groups
• Queues Holding containers for activities that need to be completed.There are queues that contain cases and activities in the Workplace, and queues of articles in the knowledge base.. These are used for grouping cases and activities. Anyone in the same queue can work on the case or complete the activity. More information: Creating Queues for Incoming Cases

What Users Can Do for Themselves

Users can do the following tasks themselves:

• Join teams Groups of users who share and collaborate on business records.A team can consist of members who all report to one business unit or members who report to different business units. and resource groups Groups of two or more resources (users, facilities, or equipment) that can be scheduled interchangeably.
• Manage their own work hours The times that a user is available to be scheduled for appointments and service activities. This includes start and end times, breaks, and time off.
• Manage their own personal options Options that let a user specify how they view and use Microsoft Dynamics CRM.