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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / Multiple people access...
Customer experience | Sales, Customer Insights,...
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Multiple people accessing one user profile

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Posted on by Ryan M M 5

Hi All,

Trying to see if there is a best practice when allowing my retail team to acess one CRM login?

We have about six stores and one general login for Microsoft and CRM.  How can we best keep track of who does what for emails, quotes, notes etc

Any help would be appreciated.

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  • Suggested answer
    Amit Katariya007 Profile Picture
    Amit Katariya007 10,409 Super User 2025 Season 2 on at
    RE: Multiple people accessing one user profile

    We can not able to determine. It is like one family is using a single outlook account in daily basis. you will need separate user logins for each user.

    Thank you,

    Amit Katariya

  • Suggested answer
    Pradeep Rai Profile Picture
    Pradeep Rai 5,489 Moderator on at
    RE: Multiple people accessing one user profile

    Hi,

    Please check sales team members license which is designed to manage large user license.

    https://learn.microsoft.com/en-us/dynamics365/sales/sales-team-member

  • Suggested answer
    Pradeep Rai Profile Picture
    Pradeep Rai 5,489 Moderator on at
    RE: Multiple people accessing one user profile

    In case 5 members in stores then you have to purchase that many licenses.

    one license for each user each store

  • Ryan M M Profile Picture
    Ryan M M 5 on at
    RE: Multiple people accessing one user profile

    Thank you Pradeep,

    We will definitely be getting one licence per store but if there are say 5 people within that store how could we best manage notes on who creates a particular email, quotation or note?

  • Suggested answer
    Pradeep Rai Profile Picture
    Pradeep Rai 5,489 Moderator on at
    RE: Multiple people accessing one user profile

    Hi,

    I would suggest you to go ahead with license purchasing. Because you will have six stores and for each you need one license.

    With different licenses you have track of everything like who created the records, changes, email etc.

    Along with this you can control access over data. because in current case every store can access all records but with different license you manage these using Security roles.

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