This article is designed to show you how to create a sales rep account for your sales reps. There are two ways to do so. The first is to add a portal user, the second is to invite one or multiple reps to become users. 

Note: In-house users with the appropriate permissions can create a username for a sales rep user, or can invite one or multiple sales reps to sign up for a username. Your sales reps cannot add or invite other sales reps. 

Note 2: A rep username cannot contain special characters. When creating a rep in QuickBooks, please use letters only. 

Note that these buttons will only appear for in house users who have the permission to add a portal user.

If you are a QuickBooks Online user click here for a help document detailing how to assign customers to a rep.

Method 1: Add a rep user account. 

1. Once in your Crik-IT portal, click on the Tools tab, then under "Maintain Other User Info" click on Add Portal User. 

2. Under Relationship, select "Rep". Crik-IT will display a list of your reps to chose from. Select the one you wish to create an account for, and click on "Next". 

3. Fill out the requested information, then click on "Create User". 

4. Your sales rep will then receive two emails from Crik-IT. One is a welcome to our portal email, the other one contains your rep's username and a link to set up their portal password. The link to set up the password will expire in 24h if unused.

Note: You can customize what appears in this email by going to the Tools tab, then clicking on the Change Welcome Email Templates button.

Method 2: Invite a rep to become a user. 

1. Before inviting any user, you must set up an email address as your company's "username administrator" and click on "Save email addresses". You can enter up to three email addresses here.You will not be able to send out any invitations until this step is done!

These email addresses will receive an email after the invited user has completed the process of setting up their username information; at which point, your username administrator will have to approve the new user. 

2. Go to the Reps tab. There you will see instructions (which you can hide for more visual real estate) and a list of your reps.

Note that only reps who do not already have a Crik-IT username will show in this list. If you want to set up a second username for a rep who already has a one, you will have to use the "Add Portal User" method outlined above. 

Crik-IT automatically populates the Email Address For Invitation from the default email address for each rep. 

If there's no email address, or you wish to use a different email address, click the Edit Invitation Email Address link. Update the email address, then make sure you save the change. Note that if the Email Address For Invitation is blank, the customer will NOT receive an invitation. 

3. Now you can select the rep(s) you want to invite to become a portal user. You can select reps individually by using the Send Invitation checkbox.

Or, you can select all reps listed at once by clicking the Select All Reps button. You can also unselect all reps listed by clicking the Unselect All Reps button.

4. Once you've selected the sales rep(s) you wish to send the invitation to, click on the Send Invitation to Reps Selected Above button, at the bottom of the page. 

If the rep(s) you invited do not complete the process of setting up an account or cannot find their invitation, you can re-send the invitation. 

Below is an example of the email a rep would receive once you've invited them. There would be your company logo at the top and the email would contain a link to set up there account. 

When your sales rep clicks the link to set up their account, they will be taken to a page shown below, where they will fill out the requested information.

Once they've completed this process and clicked "Create User", two things will happen. 

1)  The rep will no longer show in under the Reps tab of the Invite Customer or Rep Users page and will now show under the Unapproved Usernames tab of that page.

2)  Your rep and your "username administrators" will receive an email like this:

Approving Your Rep

USEFUL TIP: Your rep will not be able to log in to the portal until the username has been approved.  This gives your username administrator an opportunity to customize the user's permissions before the user can log into the portal; this is done in Tools tab, in Maintain Permissions. Click here for a help document on this!

Once permissions for this rep have been set, go back to the Invite Customer or Rep Users page, in the Unapproved Usernames tab, to review and approve the customer username. If all looks good, click the Approve User link. 

If you do not want to approve the user, go to the Tools tab, click on in Delete User, select the user you wish to delete and click on "Delete This User". That username counts towards your user counts for billing purposes, whether approved or not. Click here for a help document on how to delete users. 

Once you have approved your rep, their username will be removed from the Unapproved Usernames shown on the page and they will receive an email similar to the one shown below. This rep will now be able to log into the portal.

Click here for how to add or invite a B2B customer to become a user. 

Need help or have a question? Our team is here to help! Send us an email at support@crik-it.com or click here to book a video call.