If you're running sales or recruiting teams, you know the headache: everyone’s got their own stash of leads, contacts get lost, and reporting is a mess. If you want your team to actually collaborate using Kaspr, not just use it as another solo tool, you’ll need to set up and manage team accounts the right way. This guide's for managers, team leaders, and anyone stuck as the accidental admin.
No fluff, no vague promises—just the practical steps to get your team working together in Kaspr, plus a few honest warnings about what might trip you up.
1. What is Kaspr and Why Bother With Team Accounts?
In case you’re new to it, Kaspr is a tool for finding and verifying contact info—mostly used by sales and recruiting folks. If you’re solo, it’s pretty straightforward. But once you bring in a team, things get trickier: you want shared access, but not chaos.
Why set up team accounts?
- Centralized billing: One invoice, less hassle.
- Shared credits: Pool your monthly lookups instead of everyone running out at different times.
- Access control: Keep sensitive info and permissions in check.
- Easier onboarding/offboarding: Add and remove people without drama.
If you’re just two people, you could get away with sharing a login (though Kaspr frowns on this, and it’s risky). Bigger than that? Team accounts are the way to go.
2. Setting Up Your Team Account (Don’t Skip This)
Step 1: Sign Up or Upgrade
First, you need to be on a plan that supports teams. Most of Kaspr’s team features are only on paid plans. If you’re on the free tier, expect limits.
- Already on a paid plan? Skip ahead.
- On a free plan? You’ll need to upgrade. Go to your Kaspr dashboard, click your profile icon, and look for “Upgrade” or “Plans.”
- Pro tip: Don’t overbuy seats. Start with the people who actually need access. You can always add more later.
Step 2: Find the Team Management Section
Once you’re on the right plan:
- Click your profile icon on the top right.
- Select “Team Settings,” “Team Management,” or something similar (Kaspr’s UI labels change now and then, but it’s there).
- You’ll land on a dashboard showing your current team, invites, and usage.
Step 3: Invite Your Team
This part’s easy, but easy to mess up:
- Click “Invite Members.”
- Enter your teammates’ work emails—don’t use personal emails if you can avoid it.
- Assign roles if prompted (more on roles below).
- Each invitee gets an email with a join link.
Watch out: Invites sometimes get snagged in spam filters or are ignored. If someone says they “never got it,” check their spam folder first and re-send if needed.
3. Managing Roles and Permissions (Don’t Give Everyone the Keys)
Kaspr typically gives you a few role options:
- Admin: Can add/remove users, manage billing, and see all team activity. Only give this to people you trust not to nuke your account.
- Member/User: Standard access—search for contacts, use integrations, but can’t make account-wide changes.
- Viewer (if available): Limited access, good for people who just need to see results but not burn through credits.
Honest take: Give admin rights to as few people as possible. If your team is small, it’s tempting to make everyone an admin “just in case”—don’t. One accidental click and you’ll be untangling a mess.
4. Sharing Credits and Managing Usage
How It Works
Kaspr gives your team a pool of credits (contact lookups, phone/email reveals, etc.) instead of allocating a set number per user. On paper, this is great—no more “I ran out while you have 50 left.” In practice, heavy users can burn through your credits fast.
How to manage it:
- Monitor usage: Check the usage dashboard regularly (usually in “Team Settings”).
- Set expectations: Let the team know credits are shared. If someone’s scraping 1,000 leads a day, that’s everyone’s problem.
- Upgrade or limit: If you keep running out, either upgrade your plan or have a direct talk with the team about how to use credits wisely.
Pro tip: If someone keeps burning through credits, ask why. Sometimes it’s legit (big campaign), but sometimes it’s just sloppy use.
5. Integrating With Other Tools (And What to Watch Out For)
Kaspr plays nicely with CRMs like Salesforce or HubSpot, plus popular tools like LinkedIn via browser extensions.
How to set up integrations:
- Go to the “Integrations” section in your Kaspr account.
- Choose the tool you want to connect (e.g., Salesforce, HubSpot).
- Follow the prompts—usually just logging in and granting permissions.
- Decide if you want everyone to use the integration or just certain people.
Heads-up: Not all integrations are created equal. Some require admin rights on both sides (Kaspr and your CRM). If you’re not sure, check with your CRM admin before connecting.
What doesn’t work so well:
- Bulk syncs can sometimes misfire—test with a few records before going big.
- Chrome extensions can get buggy if your browser isn’t updated.
- If you use LinkedIn a lot, expect occasional hiccups due to LinkedIn’s anti-bot measures.
6. Onboarding and Offboarding Users
Adding New Users
- Use the “Invite Members” function (as above).
- Set the right role at the start to avoid confusion.
Removing Users
- Go to “Team Settings.”
- Find the user on the list.
- Click “Remove” or “Deactivate.”
- If the person is leaving the company, do this before their last day to avoid any funny business.
What to ignore:
Don’t bother swapping email addresses for users who leave. Remove them and invite the new person—otherwise, permissions and history get messy.
7. Keeping Things Tidy: Best Practices
- Audit roles every few months. Too many admins? Fix it.
- Review usage. If someone’s not using Kaspr, consider removing their seat (no sense paying for a ghost).
- Centralize billing. Only one person should handle billing—less chasing receipts later.
- Document your process. Store a quick “how we use Kaspr” doc somewhere, so new people don’t bug you with the same questions.
Pro tip: Set a recurring calendar reminder to check team settings and usage. Five minutes a month saves you a world of pain later.
8. Common Pitfalls (And How to Dodge Them)
- Invites not accepted: Always double-check invite status. Some folks ignore them or say they “never got it.”
- Too many admins: Already said it, but can’t stress it enough.
- Blowing through credits: Set expectations early.
- Messy integrations: Test before you roll out to the whole team.
- Forgotten offboarding: Remove ex-employees immediately.
Real talk: Kaspr’s team features are solid, but not bulletproof. Watch out for UI changes after updates—sometimes buttons move or features get renamed.
9. When Team Accounts Aren’t Worth It
If you’re a tiny team or just experimenting, you might not need the full team setup yet. But as soon as you need shared access, pooled credits, or audit trails, bite the bullet and do it right. Sharing logins is tempting but risky—not just for security, but you’ll eventually hit limits or get locked out.
Wrapping Up: Keep It Simple, Iterate as You Go
Setting up team accounts in Kaspr isn’t rocket science, but a few minutes of setup now saves you hours of headaches later. Start small, don’t overcomplicate permissions, and check in on usage regularly. Most importantly, don’t let the tech run the show—keep your process simple, and tweak things as your team grows. If you run into trouble, don’t be shy about reaching out to Kaspr support—they’re usually quick to help, once you get past the chatbot.
Now go get your team working with each other, not just alongside.