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How to Set Up Users and RBAC in GTM One

Learn who controls access in GTM One and how admins assign profile layouts.

Andrew MillerAndrew MillerPrincipal Product Manager

Learn who controls access in GTM One and how admins assign profile layouts.

Overview

GTM One uses the permissions your users already have. Role-based access control (RBAC) carries over from Copilot and GoToMarket Studio, so each user keeps the same permissions in GTM One that they had in those products.

All RBAC changes are made in the ZoomInfo admin portal, which has not changed. You reach it through the products menu, not from inside GTM One.

Some settings are new in GTM One, such as profile layouts. Admins manage these in GTM One Settings, not in the admin portal.

This article has two tasks. The first is changing who has access in the admin portal. The second is choosing which profile layout each person sees, in GTM One Settings. The layout task has its own sections below: making a layout public, assigning it to teams or people, and setting the organization default.

For the full list of what each role can do, see Overview of permissions in GTM One.

Before you start

  • Administrator. Changing a user's access in the admin portal, making a layout public, and assigning layouts are administrator tasks. If you are not an administrator, ask your ZoomInfo admin to make the change for you.
  • User Layouts in Settings. Settings shows User Layouts under Assignments only to administrators on a paid account. If you do not see it, you are not an administrator or your account is not on a paid plan. Opening its address directly sends you back to Settings.
  • GTM One access. A user who has not been given access to GTM One sees a message that access is not open yet. An administrator gives them access in the admin portal.

Who Can Do What

  • Agent Teams: Your role decides whether you can view, create and edit, or run agent teams. Ask your ZoomInfo admin to change your role. See How to Create an Agent Team in GTM One.
  • Profile agents: Only administrators can create and customize agents on profiles.
  • Profile layouts: Anyone can personalize their own profile view. Only administrators can make a layout public, manage organization layouts, and assign layouts to other users.
  • Audiences: Each Audience belongs to the user who created it and starts out private. The owner decides who else can see it or edit it. See How to Share an Audience in GTM One.

How to Change a User's Access in the Admin Portal

You need to be a ZoomInfo administrator. Adding a user, giving them access to GTM One, and changing their role all happen in the admin portal, not in GTM One Settings.

  1. Open the products menu and go to the ZoomInfo admin portal.
  2. Make the access or role change for the user there.
  3. Ask the user to sign in again, then check that they can see the product or area you expected.

If your organization syncs users from Okta or Azure AD, an admin can map one attribute to a Subscription Group so a new user's product access and credits are set when their account syncs. See SCIM User Provisioning with Subscription Groups.

How to Make a Layout Public

A layout must be public and active before you can assign it. You need to be an administrator to do this. The built-in ZoomInfo layouts are already available to everyone, so they don't need these steps.

  1. Open the profile menu in the lower-left corner of the page.
  2. Click Settings.
  3. In the Settings navigation, under Profiles, click Company, Contact, or Opportunity, depending on which profile the layout is for.
  4. In the row of the layout you want to share, click More actions (the three-dot icon).
  5. Click Make public. A message confirms that the layout is now shared with your organization, and the Sharing column shows Organization.
  6. If the Status column for the layout shows Draft, click More actions in its row again.
  7. Click Activate. The status changes to Active.

Other people see organization layouts as read-only. To make a public layout private again, click More actions and then Make private.

How to Assign a Layout to Teams or Users

Before you start, make sure the layout is public and active (see How to Make a Layout Public). Only public, active layouts appear in the Layout dropdown. If there are none for a profile type, the card says "No published team layouts for this profile type yet. Publish a team layout first."

  1. Open the profile menu in the lower-left corner of the page.
  2. Click Settings.
  3. In the Settings navigation, under Assignments, click User Layouts.
  4. In the left panel, select the Set team/individual layouts checkbox.
  5. Select the checkbox next to each team or person you want to assign the layout to. People synced from your CRM are listed under ZoomInfo + CRM by reporting line, and selecting a manager's checkbox also selects their whole team. People without a CRM record are listed under ZoomInfo only. Use the search box to find a person.
  6. In the right panel, find the card for the profile type you want (Company profile, Contact profile, or Opportunity profile) and click its Layout dropdown.
  7. Select the layout.
  8. Click Save changes at the bottom of the right panel.
  9. If a confirmation dialog appears, click Apply.

To select only a manager without their team, click the manager's name instead of the checkbox. People marked Inactive are greyed out and cannot be selected. To undo your picks before saving, click Discard.

After you pick a layout, the card shows a Use this layout in the Chrome Extension too checkbox, which is selected by default. Clear it to choose a separate Chrome Extension layout. The card also shows a Users can override switch, which is off by default. While it is off, people cannot change the default you assign. When it is on, they can still pick their own default layout. The switch applies to the web app and the Chrome Extension together.

The confirmation dialog appears when your change affects 50 or more people, or when it also updates the Chrome Extension layout. When the save finishes, a message confirms how many people received the layout defaults.

How to Set the Organization Default Layout

The organization default is the fallback layout for everyone who doesn't have a layout assigned to them.

  1. On the User Layouts page, click Organization default at the top of the left panel. Make sure no teams or people are selected.
  2. On the card for the profile type you want, click the Layout dropdown.
  3. Select the layout.
  4. Click Save changes.
  5. If a confirmation dialog appears, click Apply. A message confirms that the organization default was updated.

Limitation: You Can't See Current Assignments

The assignment screen shows only the change you are making. It doesn't show which layout a user already has. Each Layout dropdown starts at No change, whatever layout the selected people currently have.

If you see an error

  • "Failed to load team layouts. Refresh the page and try again." The list of layouts did not load. Refresh the page and open User Layouts again.
  • "Failed to load your organization". The list of people synced from your CRM did not load. Refresh the page and try again.
  • "Failed to load ZoomInfo users". The ZoomInfo only list did not load. Refresh the page and try again.

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