Manage Your Account: Manage Database Users & Teams

If you need to add, edit or delete database users, you can do so under Manage Your Account —> Manage Database Users & Teams:

On the resulting page, you will see a Current Database Users section, along with their associated email address, Redtail username, last login, last IP logged in from and whether or not they are an Admin user:


Several options are available to you when right-clicking on a database user here:




If the database user is not the database owner or a switch-in user and you are an admin user of the database, you can select Change Password to change that user's Redtail password.  Only the database owner can change their own password.

You can edit a database user's Name, Email Address or Admin role by right-clicking on the row that contains their name and selecting Edit User.

The Unlock User option will allow the Database Owner or an admin user of the database to unlock another user of the database — this might be necessary if a database user has incorrectly entered their password three times.

The Manage User Restrictions option is only applicable to the database owner, and allows them to restrict or allow specified rights for desired database users, regardless of their Admin status.  Those rights are addressed here.

To remove a user that is no longer working for your firm, right-click on the row that contains their name and select Deny Access(see image above). You will need to confirm this after clicking and, once you've done so, the user will disappear from your list of current database users and will no longer have access.  These former database users will show up, however, in a section beneath the Current Database Users section labeled Disabled Users — from that section the Database Owner or an admin user can right-click and restore the user if need be.

A few notes on the use of bold and colors when looking at Current Database Users:

1. The database owner's name will always appear in bold (black), no matter whether you are the database owner, a regular admin user of the database or a switch-in user.

2. Switch-in users' names will always appear in bold (blue) unless you are the switch-in user, in which case your name will appear in bold (green).

3. If you are a non switch-in user of the database, your name will appear in bold (green), if you are the one viewing it.

4. All other current database users will appear in non-bold black.

Create New User

Click the Create New User link above your list of Current Database Users:

You'll then see the below dialog:

Simply provide the new user's name, email address, username, password and Admin status and click the Create New User link. You are allowed up to 15 users for each of your Redtail databases.

Add Existing User

If you need assistance within your account that requires a Redtail employee accessing your database or you need to provide a user of another database access to your database, you can click Add Existing User (rather than Create New User):  

After clicking this, you'll see the below dialog:

Just enter the individual's Redtail username in the Current Username box and click Add to User List. This provides them with switch-in access to your database from their default database, using the "Switch Database" option in the top right corner of their CRM.  When you're ready to remove their access, you can use the Deny Access method referenced above. NOTE: if your office has multiple databases, this will allow you to access them all using the same Username.

A bit more detailed information on switch-in users is available here.

Add / Edit Database User Teams

Having different database user teams allow you to notify multiple individuals at once when you have created an activity that in some way affects that group of individuals. Directly beneath your list of Current Database Users, you'll see an area for Current Database Teams:

This will display each Team Name, along with the team members that comprise the team and the date the team was created. Right-clicking the row containing a team will provide you with the options to Edit (its name or members) or Delete that particular team. To create a new database team, click the Create New Team link:

You'll then see the below dialog:

After providing the team with a name and selecting its members, click Create New Team.

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