How to set up and manage user permissions in Koncert for team collaboration

If you’re wrangling a sales or outreach team, you know how quickly things can get messy if everyone has the wrong access—or too much of it. The last thing you want is a new hire accidentally nuking your call lists, or someone poking around where they shouldn’t. This guide is for anyone responsible for setting up or maintaining user permissions in Koncert—whether you’re an admin, a manager, or just the person who got volunteered to “figure it out.”

Let’s cut to the chase: Koncert’s permissions system isn’t rocket science, but it does have its quirks. I’ll walk you through how to set things up, what the different roles actually mean in real life, and how to avoid the stuff that’ll come back to bite you later. No fluff—just what works.

1. Know What You’re Working With: How Permissions Work in Koncert

Before you start clicking around, it helps to get clear on what “permissions” actually mean in Koncert. There are a few built-in user roles, each with different levels of access:

  • Admin: Full control. Can add/remove users, change permissions, access billing, and view all data.
  • Manager (sometimes called Team Lead): Can manage their own team’s users and see their data, but can’t mess with global settings or billing.
  • User (Rep): Can only access their own stuff—calls, lists, notes. No admin powers.
  • Custom Roles: (Available in some plans) Let you tweak permissions more granularly, like giving someone access to reporting but not list management.

Pro tip:
Don’t just hand out Admin access because it’s easier. One “helpful” rep can do a lot of damage with the wrong permissions.

2. Step-by-Step: Setting Up User Permissions

Let’s walk through the actual setup. Here’s how you get your team up and running without chaos.

Step 1: Add New Users

  1. Log in as an Admin.
  2. Go to the “Users” or “Team” tab—Koncert moves this around sometimes, but it’s usually in the main sidebar.
  3. Click “Add User.”
  4. Enter the person’s name and email. Assign a role (Admin, Manager, or User).
  5. Choose their team or group if you’re using multiple teams.
  6. Send the invite.

Heads up:
If you’re bulk-adding users, look for a CSV import option. Saves a ton of time, but double-check the column headers before uploading—Koncert is picky.

Step 2: Assign the Right Roles

Think about what each person actually needs to do. Here’s a quick cheat sheet:

  • Admins: Limit this to 1-2 people. Seriously.
  • Managers: Anyone overseeing a team, running reports, or coaching reps.
  • Users: Everyone else.

If your plan supports custom roles, use them sparingly—more on that below.

Step 3: Set Up Teams (Optional, but Recommended)

If you’ve got more than 10 users, set up teams. This keeps reporting and permissions manageable.

  1. In the Admin panel, find the “Teams” or “Groups” section.
  2. Create new teams (by function, territory, or however your org works).
  3. Assign users to teams.

Why bother? Teams keep data siloed, so reps don’t see each other’s leads, and managers can only view their group’s activity. It keeps things clean.

Step 4: Check Permission Inheritance

Some permissions “trickle down” in Koncert—team managers can sometimes see or edit things you might not expect, depending on your settings. Double-check:

  • Who can view/edit lists?
  • Who can export data?
  • Who can change call scripts or templates?
  • Can users see each other’s notes or only their own?

Test things with a dummy user before you go live. It’s easier than cleaning up a privacy mess later.

3. Custom Roles: When and How to Use Them

If you’re on a mid- or top-tier Koncert plan, you’ll see an option for custom roles.

When should you use custom roles?

  • You want someone to analyze data but not touch call lists.
  • You have contractors or temps who need limited access.
  • You want to lock down export or integration permissions.

How to set one up:

  1. Go to “Roles & Permissions” (or similar) in Admin settings.
  2. Click “Create Role.”
  3. Toggle on/off access to specific features—reporting, editing lists, exporting, etc.
  4. Save, then assign to users.

What to ignore:
Don’t over-engineer this. Most teams are fine with the three default roles. Custom roles are for edge cases, not daily use.

4. Managing Permissions as Your Team Grows

Permissions aren’t “set it and forget it.” People get promoted, move teams, or leave the company. Here’s how to keep things from getting out of hand:

  • Review roles quarterly. Even just 10 minutes to check if anyone has Admin access who shouldn’t.
  • Remove departed users ASAP. Open seats are a security risk and waste licenses.
  • Document your setup. Just a simple Google Doc with who has what role, so when you’re on vacation, someone else can figure it out.
  • Train managers. Make sure team leads know how to add/remove users for their team and when to escalate to Admin.

Pro tip:
Turn on two-factor authentication for all Admins. If someone’s account gets compromised, you don’t want that to be the “keys to the kingdom.”

5. What Koncert Permissions Don’t Do

Let’s be real—no SaaS permission system is perfect. Here’s what Koncert doesn’t handle for you:

  • Granular CRM permissions: If you connect to Salesforce, HubSpot, etc., those permissions are managed separately. Lock down your CRM, too.
  • Audit logs: Koncert’s audit history is basic. If you need full change tracking, you may be out of luck.
  • User activity monitoring: You can see broad stats, but there’s no “who changed this setting on Tuesday” log.
  • Temporary permissions: There’s no built-in way to grant access “just for today.” You have to remember to change it back.

Don’t rely on Koncert alone for sensitive data. Use it for what it’s good at—managing calls and lists—not as your only line of defense.

6. Common Mistakes (and How to Dodge Them)

Here’s where most teams trip up:

  • Too many Admins. You only need one or two. Everyone else is just asking for trouble.
  • Forgetting to remove ex-employees. Automate this if you can; otherwise, set a calendar reminder.
  • Overusing custom roles. Keep it simple unless you have a real need.
  • Assuming permissions sync with your CRM. They don’t. Manage both separately.
  • Not testing changes. Always have a test user to check what different roles can see and do.

7. Troubleshooting Permission Issues

If someone says they can’t see or do something they should, here’s how to triage:

  1. Check their role. Is it set correctly?
  2. Look at team assignment. Are they in the right group?
  3. Clear cache/log out and back in. Sometimes changes don’t kick in right away.
  4. Check plan limits. Some permissions are locked behind higher-tier subscriptions.
  5. Contact support. If all else fails, Koncert support is responsive—but have screenshots and user details ready.

8. Keeping It Simple (and Sane)

User permissions can be a pain, but they’re worth getting right. Don’t overthink it—start with the basics, document what you do, and revisit as your team grows. Most teams only need three roles, a couple of teams, and a regular review. Focus on making sure people have just enough access to do their jobs—nothing more, nothing less.

Iterate as you go. If you screw something up, you’ll know fast—and it’s almost always fixable. Good luck, and may your reps never again “accidentally” delete a month’s worth of leads.