Depending on the size and preference of the organization, managing users might be the responsibility of a system administrator at the corporate level, or a system customizer or manager at the location or department level.
How a user accesses data is determined by a combination of the following:
When employees leave the organization permanently, do not remove them from the Active Directory. Instead, you can remove their access privileges by disabling their user records in the system. Removing user privileges denies access to the system but retains user information in the database.
Most records owned by the user can be reassigned, except those records that are personal or in draft form, such as draft articles, draft e-mail activities, and personal e-mail templates.
You can add one or more users by using the Settings area.
Microsoft Dynamics CRM Online uses user licenses to provide access to your organization. You will need one user license per person with an active user record who logs into your organization. A Microsoft Dynamics CRM Online subscription includes a minimum of five user licenses. When you add a new person, the Add Users Wizard displays the number of user licenses available. If you reach your limit, the Next button is no longer available. You can add additional licenses with the Add User License Wizard. More information: Add users licenses to your subscription
If someone leaves your organization, or no longer requires access to Microsoft Dynamics CRM Online, you can deactivate that user record. This frees up a user license that can be used to invite another person. Unaccepted invitations still require a license until the invitation expires after two weeks.
If you have more user licenses than you are using, you can contact Support at 1-877-CRM-CHOICE to reduce the number of licenses. You cannot reduce the number of licenses to less than you are currently using or less than your offer allows. Any changes will be reflected in your next billing cycle.
Depending on how you are using Microsoft Dynamics CRM Online, you may also want to explore additional ways to organize users. These groupings do not have any impact on controlling data access.
Users can do the following tasks themselves: