This article will guide Administrators through the User Management section of Ebsta's Console. This article covers:
Access User Management
1. Open up the Ebsta Console by clicking on the following link and sign in with your Salesforce/Hubspot credentials:
2. Click Settings in the top right-hand corner and select User Management.
Note: You can also access User Management by clicking Settings > Team > Mailboxes.
Overview of User Management
Licence Summary
This details all of your Ebsta subscriptions: the number of licences that have been purchased, how many are currently in use and their renewal date.
To learn how to assign licences, please refer to this article:
Assign licences to Ebsta users
Service Status Overview
This displays the number of mailboxes that have been connected to Ebsta and their current connection status. Managing these mailbox connections will be covered later in this article.
Service Account
If you connect a service account to Ebsta, details of this connection will display here along with the number of mailboxes that are currently connected through and managed by this account. To connect additional mailboxes to Ebsta via the service account, click the Add Mailboxes button.
The steps for connecting a service account to Ebsta and connecting mailboxes are covered in these articles:
Connect Gmail service account to Ebsta
Connect Office 365/Exchange Server service account to Ebsta
Connect mailboxes to Ebsta using a service account
User Table
The user table is list of all users that have connected to Ebsta.
Salesforce/Hubspot User
This column identifies the user that has connected. The filter on this column enables you to identify users by their status in the CRM. It can also be used to identify mailboxes that haven't been assigned to a user. A mailbox needs to be assigned to a Salesforce/Hubspot user before any sync can be started on it.
How to assign mailboxes to a user is covered in this article:
Assign mailboxes to Salesforce/Hubspot Users
Admin
This column indicates whether the Ebsta user has been assigned Administrator rights.
| Administrator rights are assigned to the user | |
| User does not have Administrator rights |
Administrator rights enable the user to set up certain functionality for all users, assign licences etc. To learn how to assign Administrator rights to users, refer to this article:
Assign Administrator rights to Ebsta users
Ebsta Team
This column identifies which Ebsta Team the user is a member of. The table can be filtered to show users by Team.
Initially users are assigned to an Ebsta Team based on their Salesforce/Hubspot Profile but they can be re-assigned to other Teams. To learn more about this, please refer to this article:
Managing Teams: An Administrator Guide
Licence
This details which licence, if any, the user has been assigned. Again, the table can be filtered by licence type.
To learn how to assign licences to users, please refer to this article:
Assign licences to Ebsta users
Mailboxes
This details the mailboxes and mailbox type (Gmail/Outlook) that have been connected to Ebsta and are assigned to this user. Each mailbox is given its own row in the user table so that each mailbox can be managed separately.
Service Account
If a mailbox has been connected through and is managed by a service account, the service account name will display here. So in the example below, Brooke has two mailboxes connected to Ebsta. Her Outlook mailbox is managed by the connected service account while her Gmail mailbox isn't.
Again this column, can be filtered.
To learn how to connect a service account and connect mailboxes, please refer to these articles:
Connect Gmail service account to Ebsta
Connect Office 365/Exchange Server service account to Ebsta
Connect mailboxes to Ebsta using a service account
Cadence Roles
This column details which users, if any, have been given permission to send cadences on behalf of a mailbox. In the example below, Elliott has been given permission to send cadences from Brooke's Outlook mailbox.
To learn how to set up Cadence Roles, please refer to this article:
Managing Mailbox Connections
The last column in the user table identifies the current connection status of a mailbox to the different services of Ebsta. Ebsta offers three sync services.
Team sync is a mailbox connected to Ebsta. The synced emails will be displayed against Objects in Salesforce in the Ebsta window (with Ebsta installed in Salesforce).
Email sync is a mailbox connected to Salesforce. The emails being natively added as Tasks in the Activity History against Salesforce objects.
Calendar sync is Events from the mailbox Calendar syncing to/from Salesforce.
Again, the table can be filtered by Connection Status.
Team Sync
Team sync is a mailbox connected to Ebsta. The synced emails will be displayed against Objects in Salesforce in the Ebsta window (with Ebsta installed in Salesforce).
| Team Sync has not been activated | |
| Team Sync is active | |
| Team Sync is not active due to error* | |
| Team Sync has been stopped |
* Where a mailbox is displaying an error (commonly due to loss of connection following password change) the mailbox owner needs to re-connect their mailbox following these instructions:
A mailbox has stopped syncing to Ebsta & displays an 'error connection status'
To start/stop a mailbox syncing to Ebsta
1. Check the box alongside the mailbox row in the user table to open up the User Setting Panel.
2. To start the mailbox syncing to Ebsta, click Start alongside Sync Email to Ebsta.
3. To stop the mailbox syncing to Ebsta, click Stop alongside Sync Email to Ebsta.
Why can't I start a mailbox syncing to Ebsta?
If the start button is greyed out, it means it can not be clicked. The button will appear grey if the mailbox isn't connected via a service account and so the Administrator doesn't have the ability to start a sync on the mailbox.
The user/mailbox owner needs to start the sync themselves by following these steps:
Start your mailbox syncing to Ebsta
Email Sync
This is a mailbox connected to Salesforce. The synced emails are natively added to Salesforce as Tasks and related to appropriate Salesforce Objects.
| Email Sync has not been activated | |
| Email Sync is active | |
| Email Sync is not active due to error* | |
| Email Sync has been stopped |
* Where a mailbox is displaying an error (commonly due to loss of connection following password change) the mailbox owner needs to re-connect their mailbox following these instructions:
A mailbox has stopped syncing to Salesforce & displays an 'error connection status'
To start/stop a mailbox syncing to Salesforce:
1. Check the box alongside the mailbox row in the user table to open up the User Setting Panel.
2. To start the mailbox syncing to Salesforce, click Start alongside Sync Email to Salesforce.
3. To stop the mailbox syncing to Salesforce, click Stop alongside Sync Email to Salesforce.
What can't I start a mailbox syncing to Salesforce?
If the start button is greyed out, it means it can not be clicked. The button will appear grey if the mailbox isn't under service account management for this service and so the Administrator doesn't have the ability to start a sync to Salesforce on the mailbox.
Administrators can turn service account mode on so that they can takeover management of this service. To learn more, please refer to this article:
Email Sync Management using a Service Account: An Administrator Guide
Calendar Sync
This is Events from calendars belonging to a mailbox syncing to and/or from Salesforce.
| Calendar Sync has not been activated | |
| Calendar Sync is active | |
| Calendar Sync is not active due to an error* | |
| Calendar Sync has been stopped |
* Where a mailbox is displaying an error (commonly due to loss of connection following password change) the mailbox owner needs to re-connect their mailbox to the service following these steps:
Sync your Google & Salesforce Calendars
Sync your Outlook & Salesforce Calendars
An Administrator can not start or stop a user's calendar syncing. Administrators can turn service account mode on so that they can takeover management of this service. To learn more, please refer to this article:
Calendar Sync Management using a Service Account: An Administrator Guide