Managing User Product Access

A user's role controls what they can manage in your organization, but their assigned products control what they can actually use day-to-day. This article covers everything you need to know about assigning, updating, and removing product access for the people on your team.

🔐 Who can manage product access? Only Account Owners and Billing Manager can assign or remove product licenses. Standard Users only see the products that have been assigned to them.

💡 Quick mental model:Role = what someone can manage (e.g., billing, other users) Product Access = which Broker Buddha AI products they can open and use (e.g., BB Sign+, Market Submissions, CRM+)

🧭 Two Ways to Manage Product Access

There are two complementary views in Settings → Users:

Per-user via Manage Users & Products — best when you want to assign or remove products for a specific person (or a small group of people)
Per-product via the Products tab — best when you want to see who has a license for a given product, how many licenses are in use, and trial details

🖼️ [Image placeholder: screenshot of the Users tab with the "Manage Users & Products" button highlighted, plus the Products tab in the top tab bar]

👤 Managing Access Per User (Manage Users & Products)

This is the most common workflow — adjusting which products a single user (or a few users) can access.

Step 1: Open Manage Users & Products

From Settings ⚙️ → Users, click Manage Users & Products in the top-right.

You'll enter a 4-step wizard:

Select or Add Users — choose who you're updating
Add & Remove Product Access — toggle products on or off
Review Changes — see exactly what will happen (and any billing impact)
Confirmation — apply the changes

🖼️ [Image placeholder: screenshot of the Manage Users & Products wizard showing the 4-step progress bar at the top]

Step 2: Select the Users

In the search box, type at least 2 characters to search by name or email. Matching users appear with their currently assigned products and their account status (Active / Disabled).

✅ Tick the checkbox next to each user you want to update.
Or click Select all to select every match at once.
Click Add Selected Users (N) to add them to your working list.

You can also click + Add New User on the right to invite someone brand-new and assign their products in the same flow. (For full details on inviting users, see How to Add, Edit, and Disable Users.)

The Selected Users list at the bottom shows everyone you've queued up. Each row displays the user's name, role badge (e.g., User ), an Existing User or New User badge, their current products with a license status (e.g., BB Sign+ • Trialing ), and a 🗑️ trash icon to remove them from the list before continuing.

When you're ready, click Next.

🖼️ [Image placeholder: screenshot of the Selected Users list showing one or more users with role and product badges]

Step 3: Configure Product Access

You'll land on the Configure Product Access screen. Each selected user gets their own card showing:

Their Current Products (with the count, e.g., Current Products (6))
A checkbox for every product available in your organization
A Select All button to assign every product at once

To make changes:

✅ Check a product to assign it.
⬜ Uncheck a product to remove it (the helper text reads "Uncheck to remove access").

⚠️ New users must have at least one product assigned before you can finish the wizard.

Click Next when you're done.

🖼️ [Image placeholder: screenshot of the Configure Product Access screen showing a user card with checkable product tiles]

Step 4: Review Changes

The Review Changes step shows a summary of:

Which products are being added or removed
Any new users being created
Any billing or license impact

💡 This is your last chance to back out — review carefully before continuing.

Step 5: Confirm

Click Apply Changes, then Finish to commit the updates. Product license changes take effect immediately:

Users who gained access can open the new products on their next page load.
Users who lost access are notified by email and can no longer open those products.

📦 Managing Access Per Product (Products Tab)

When you want to see who has a license for a specific product — or check how many seats you're using vs. paying for — use the Products tab.

Step 1: Go to Settings ⚙️ → Users → Products.

Step 2: You'll see a card for each product in your organization. Each card shows:

The product name (e.g., BB Sign+, Market Submissions with Quote compare & Market eval, CRM+ (Policy Placements))
A status badge (e.g., Trial (73 days left) )
Licenses — how many seats are currently in use
Trial Period — start and end dates, when applicable
Trial Started By — the user who initiated the trial
A Settings button (for product-specific configuration)
A View Users button to see exactly which users have a license for that product

🖼️ [Image placeholder: screenshot of the Products tab showing 2–3 product cards with their license counts and trial details]

💡 To assign or remove a single user from a specific product directly from this view, use the View Users button to jump to the user list, then make the change via Manage Users & Products.

📛 Where Product Access Shows Up in the UI

Once a user has product licenses, those products appear in several places:

Users tab → the Products Assigned column shows colored badges for every product the user can access (with (Trial) appended if applicable).
Manage Users & Products wizard → assigned products appear as blue tags on the user's row when searching or selecting.
Products tab → counted in the Licenses total for each product.

🖼️ [Image placeholder: screenshot of the Users tab Products Assigned column showing badge examples like "BB Sign+ (Trial)" and "CRM+ (Trial)"]

🆓 Trial vs. Paid Licenses

If your organization is on a trial for one or more products, those products will show:

A Trial badge in the Users tab's Products Assigned column
A Trialing indicator on product chips inside the Manage Users & Products wizard
A Trial (X days left) status and trial period in the Products tab

Trial licenses behave the same as paid licenses for the duration of the trial — users get full access. When the trial ends, your billing transitions according to your subscription terms. Visit Settings → Billing & Payment for current billing details.

💡 Best Practices

Assign only the products people actually need. Fewer assignments mean a cleaner UI for users and fewer accidental actions.
Review product assignments quarterly, especially after team changes or role updates.
Use the Products tab to spot underutilized licenses you may want to reallocate.
Remove product access promptly when someone no longer needs a product — both to free up licenses and to keep your access logs accurate.
Use the Review Changes step to double-check billing impact before clicking Apply.
Pair with role management. Removing product access doesn't change someone's role; if you want to fully wind down an account, also disable the user (see How to Add, Edit, and Disable Users).