Administration
The CRM admin's handbook — profiles, sharing, automation, state machines, and the initial setup checklist.
Administration
The Administration section is for CRM administrators — the people who configure profiles, sharing rules, automation, and process governance for the team. No coding required.
What you'll find here
| Page | What it covers |
|---|---|
| Setup checklist | First-week tasks to get HotCRM ready for your team |
| Profiles | The six built-in profiles and how to assign users |
| Sharing & security | Org-wide defaults, role hierarchy, sharing rules, FLS |
| Automation | Workflow rules, flows, scheduled jobs |
| State machines | Status transitions and enforcement |
Who this section is for
- CRM administrators — your day-to-day handbook.
- Sales / service operations — for understanding why things behave the way they do.
- Implementation consultants — during initial rollout.
If you're a developer extending HotCRM with code, head to Customization instead.
The admin's mental model
HotCRM is built on three core abstractions:
- Objects — the data entities (accounts, contacts, opportunities, cases).
- Automation — what happens when objects change (workflows, flows, state machines).
- Security — who can see and edit what (profiles, sharing rules, field-level security).
Most admin tasks fall into one of these buckets. The pages in this section show you the controls for each.
Tools you have
- Setup UI — find it under the gear icon (top right). The main hub for all admin tasks.
- Audit logs — every config change is logged with who/when/what.
- Sandbox — test config changes safely before production rollout.
Start here
- New install? Follow the Setup checklist.
- Need to give a user different access? See Profiles.
- Working out who-can-see-what? See Sharing & security.
- Adding automation? See Automation.