User templates: the same settings for a group of colleagues

With a user template, you give a group of colleagues the same settings in one go: the same rights, the same contact types and the same way of sharing. For example, a template MT for the management team and a template Office for the rest of the team.

That way you don't have to set everything up for each colleague. A new colleague joins? Add them to the right template and they have the right settings straight away.

Creating a user template

1. Go to ☰ > Administration > User templates.
2. Click + at the top left and give the template a name. You can change the name later with the pencil.
3. Set up the tabs (see below).
4. Click Save.

Already have templates? Choose one at the top left to view or change it.

What do you set up?

Users

Choose which colleagues are in this template.

CRM section

• Sort contacts by: for example by last name or company name.
• Share my Inbox with everyone, or choose under Share my Inbox with who you do share it with. That can also be another template.
• Share my calendar with everyone and Share my Kanban board with everyone.
• Show file extensions and Use old contact screen.

Rights

The same rights as for an individual user, with the tabs General, Miscellaneous and Restrictions. Read what each right means: Managing users and rights

Contact types

Choose which contact types the colleagues in this template have access to.

Contact list settings

Want the whole group to have the same contact screen too? Click Contact list settings at the bottom left, tick Activate for this template and choose the blocks, tabs and columns. Read more: Setting up your contact screen

Example: MT and Office

That way, Office colleagues can read each other's email, but the MT's email stays within the MT.

Good to know

• The settings take effect immediately. As soon as you click Save, all colleagues in the template have the new settings.
• The template overrides personal settings. What a colleague set up themselves, including the rights they had, is replaced by the template's settings. So check what's in the template before you add someone.
• Put each colleague in one template. A colleague can be in several templates, but then it isn't clear which settings apply to them.

Who can manage user templates?

You find user templates under Administration. For that you need the SpinOfficeAdmin right.