How do I add an assistant?

Read our practical guide to adding an assistant in just a few easy steps.

Step 1: Access the My Team section

Once logged into the Centiva CRM application, you will be directed to the dashboard. In the left-hand menu, access your account settings by clicking on “Settings”. In the submenu, click on “My Team”.

Step 2 : Add an assistant

On the team page, top right, click on the “+ Add employee” icon to start entering deputy information.

Step 3 : Fill in the assistant's details

A new window appears where you can enter the assistant's details.

1. In the “User Information” section, enter :  
   
   1. First and last name: make sure the deputy's name is entered correctly.
   2. His/her e-mail address: enter the deputy's main e-mail address.
   3. Phone number: add the deputy's phone number for direct communication.
   4. Password: optional; for account access.
   5. Signature :
      1. Copy/paste the deputy's digital signature. 
      2. Remember to activate the “Enable signature on all outgoing messages” option and check the “Include this signature before text quoted in replies” box.
2. In the “User Permissions” section, set:
   1. Permissions : Enable the appropriate permissions by granting access to all or part of the functionalities.
3. In the “User Roles” section, enter :  
   1. Role to assign to the assistant : 
      1. “Admin”: Administrators generally have full access to all features and data of the application.
      2. “User”: Users have restricted access compared to administrators. Their access is often limited to the features and data necessary for their specific role.
4. In the “Call and Voicemail Settings” section:
   
   1. Forward calls to: Check “My phone number”.
   2. Default channel for all incoming calls: Check “My phone number”.
   3. Default channel for IVR (Interactive Voice Response): Check “My phone number”.
   4. Expired incoming call timeout: Set a time limit for answering calls.
5. In the “User Availability” section, specify:  

1. 1. The days of the week and time slots when you are reachable.
2. In the “User Calendar Setup” section:
   
   1. Refer to the article “How to sync your email inbox?” to set up the assistant’s calendar.

Step 4 : Save the contact

After filling in the necessary fields, click on the “Save” button.

Step 5 : Verify and Manage

• Confirmation and Verification: After saving, ensure that the assistant appears correctly in the team member list with the correct role on the "My Team" page.