What is a Pipedrive Admin User and what do they do?

Who is your admin user?

The most important question, of course, is: who is responsible for the use and content of your CRM? It’s good to have at least two admin users for backup reasons alone, but they can also have different roles among themselves.

Often, the admin user is the leader of the sales team. This is okay in itself, but it often turns out that the sales team leader doesn’t actually have time to maintain the CRM. Often users don’t even know who their admin user is, and the CRM is in the same condition as it was immediately after implementation.

Over the years, personnel may have changed, and the original admin users may even have left the company. Herein lies a significant risk: if admin user rights are not taken care of, you may accidentally end up in a situation where no one has the opportunity to make changes to the system. In such cases, contact us immediately, and we’ll investigate.

Different roles of Pipedrive admin users

We recommend to our customers that it’s good to clearly designate a content admin user and a technical admin user. This way, the workload doesn’t become too heavy for one person, and the division also allows specialization in different aspects of the CRM.

The content admin user ensures that it’s easy to fill in the information needed in the CRM and that users use the system as they should. Additionally, the content admin user is responsible for considering the flow of processes in the CRM, reporting needs, user satisfaction with the system, and monitoring usage. This admin user ensures that information is entered into the system and is also reported outward as needed.

The technical admin user, on the other hand, focuses more on the technical aspects “under the hood”: automations and other technical details, such as lightweight integrations and additional automations done with tools like OneClick, Zapier, or Make.com (if you don’t know what these mean and what they can do for you, ask us! You’re missing out on a lot).

The basic idea is that the content admin user notices if salespeople continuously leave a process-critical task undone. If they can’t do it themselves, they ask the technical admin user to create an automation that reminds the salespeople to do this task, or even to create a button in Pipedrive that easily takes care of the task with one click.

In smaller organizations, it’s often up to one person to do all of this, but we still recommend that at least two people have all admin user rights – just to be sure.

Admin users’ possibilities in Pipedrive

There are various types of admin users in Pipedrive:

• Global features admin, who always has extensive rights to all kinds of tasks (e.g., creating and deleting fields, setting Pipedrive’s general settings, exporting and importing data with Excel, deleting contacts, and creating reports)
• Deals admin user, who can always handle deals and leads extensively (e.g., delete and merge them)
• Add-on admin user, such as for Campaigns, who can create and send newsletters and automate marketing messages.
• Account settings admin, who is able to manage users (activate and deactivate them, assign user rights).

You can also give various rights to regular users, and at higher subscription levels, you can also specify multiple permission groups (e.g., admin user, manager, and regular user, where the manager level has more rights than the regular user).

Note that you are not able to hide any information from admin users in Pipedrive. This should be taken into consideration when deciding who your admin users are. Even if the deal visibility setting is “owner only”, admin users can still see it.

In conclusion: the admin user has a responsible role

The admin user has a great responsibility to ensure that the CRM serves its users and their company. If the CRM doesn’t evolve along with the company’s operations, it easily becomes just a slightly more visual spreadsheet, not so much a data source guiding decision-making or an assistant making the salesperson’s job easier.

If you feel that you’re not skilled enough with your Pipedrive, let us train you. We offer training specifically for admin users and, e.g., automation training, both of which provide more understanding of Pipedrive and give you the tools for continuous improvement of your CRM. And, of course, we also tailor training to your needs as necessary.

The most important thing is that you feel confident with Pipedrive and feel like you’re in the driver’s seat, not a prisoner of the CRM!