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Enterprise Management Overview

Enterprise Management is the single place where Admins configure and govern settings that apply across your whole organization. From branding and compliance to integrations, teams, user roles and custom fields.

Enterprise Management gives you the controls you need to standardize configuration, maintain compliance, and scale Aidium across branches and teams.

Who can access: Enterprise Owners and Enterprise Admins (permissions are required to create teams, manage domains, edit enterprise-wide settings, and control integrations).

At a glance — what Enterprise Management contains

Enterprise Management is organized into key sections:

  • Profile — Enterprise details and branding
  • Settings — Timezone, 2FA, default email content, enterprise permissions, domains
  • Compliance — SMS opt-ins, A2P registration, disclaimers and messaging policies
  • Integrations — LOS and partner integrations (Encompass, SimpleNexus, LendingPad, BytePro, MAXA, etc.)
  • Members — Invite, view and manage enterprise users and roles
  • Teams — Create and manage teams and team-level settings
  • Team Roles — Define role templates (Team Manager, Team Member)
  • Team Groups — Create groups of teams for group-level automation controls
  • Statuses & Tags — Contact statuses, Transaction statuses, Task statuses, Tags (create/edit/delete)
  • Custom Fields — Contact, Transaction and User custom fields (create/edit/delete + merge-field codes)

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Profile

Purpose: Set the official identity and branding of the enterprise.

Key items:

  • Enterprise Details — Logo, Enterprise Name, Enterprise Slug (URL handle).

  • Branding — Primary/secondary/text colors, corner radius used in marketing elements (forms, sites).

  • Business Details — Legal company name, physical address, EIN, website, business type, company status.

  • Point of Contact — Primary admin name, title, email, phone.

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Tip: Keep branding and business details up to date to ensure marketing assets and domain verification remain consistent.

Settings

Purpose: Security, email defaults, enterprise-wide permissions and domains.

Key items:

  • Timezone — Default enterprise timezone.

  • Two-Factor Authentication (2FA) — Enable or disable 2FA for the workspace.

  • Default Email Content — Default signature or content blocks appended to Ad-hoc, Mass, or Automation emails.

  • Enterprise Permissions — Control who can edit what (e.g., Email Signature, Canva integration, User Profiles).

  • Enterprise Domains & Form Domains — Add and verify domains used for email & form hosting.

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Warning: Changing domains and permissions can impact email deliverability and marketing assets — coordinate with IT.

Compliance

Purpose: Manage SMS compliance (TCPA/A2P) and marketing disclaimers.

Key items:

  • SMS Opt-In / Opt-Out Settings — Configure defaults for appending opt-out text and requiring opt-in.

  • A2P 10DLC Registration — View registration status and mandatory information (business details, POC, messaging use case).

  • Disclaimers Builder — Create and manage disclaimers for email and site marketing.

    • Actions: Create Disclaimer, Edit, Publish, Deactivate.

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Best practice: Keep opt-in rules enabled and maintain A2P status for reliable SMS deliverability.

Integrations

Purpose: Central place to connect LOS, application channels, and content tools.

Common integrations:

  • Encompass — Push/pull loan updates. Button: Integrate Encompass / Edit Connected Account / Disconnect.

  • SimpleNexus — Import applications. Button: Integrate SimpleNexus.

  • BytePro, LendingPad — Enable LOS sync. Buttons: Enable / Edit / Disable.

  • MAXA — Pull marketing assets. Buttons: Integrate MAXA.

Actions:

  • Integrate / Enable — starts OAuth or API setup

  • Test Connection — verify integration works

  • Edit Connected Account — update credentials

  • Disconnect — remove integration

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Tip: Test integrations first. Document which teams use each integration.

Members

Purpose: Invite and manage users across the enterprise.

Quick actions & columns you’ll see:

  • Invite User (button) — enter First name, Last name, Email, Mobile, Job Title, Enterprise Role → Send Invite.

  • Member table columns: Name, Email, Mobile, Job Title, Enterprise Role, Status, Invited At, Invited By, Last Login At, Created At.

  • Row actions: Edit Email Signature, Send Invitation Email, Edit Teams and Roles, Deactivate (if allowed).

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Notes:

  • Role examples: Enterprise Owner, Enterprise Admin, Enterprise User.

  • Changes to user roles or deactivations can affect access to Enterprise Management features.

Teams

Purpose: Create invite-only groups that manage one or more pipelines.

Main UI actions:

  • Create Team → Create.

  • Teams list: Name, Team Manager, Date Created, Members count, Groups.

  • Row actions: Manage Team, Edit, Delete.

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Important rules:

  • Teams are created in Enterprise Management (Admins only).

  • Adding/removing users is performed in Team Management; only Team Managers can remove users locally.

  • Use clear naming conventions (e.g., “FL – Sales / Team A”) to keep teams discoverable.

Team Roles & Team Groups

Team Roles

  • Pre-set roles: Team Manager, Team Member. These control what users can do inside the team.

  • Users with the Team Member role do not have access to the following. To perform any of these actions, Team Manager access is required:

    • Deleting records

    • Accessing Team Settings

    • Creating, editing, or enabling Automations

Team Groups

  • Create logical groups of teams (e.g., Implementation, Sales, Support).

  • Buttons: Create Group, Add Teams, Edit Group, Delete Group.

  • Use groups for broad automation controls (exceptions and distribution).

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Statuses (Contact, Transaction, Task)

Purpose: Standardize lifecycle states across contacts and deals.

Common actions:

  • Add Contact Status / Add Transaction Status / Add Task Status (buttons)

  • Edit — remame (A change in the status name will automatically update contacts and associated automation workflows).

  • Delete — remove status (confirm dialog appears).

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 Important: Records cannot be deleted if they are currently in use by an Automation or associated with a Contact, Transaction, or Task. They must first be removed from any active Automations or entities. Once no longer linked, deletion can proceed. Records can be renamed at any time without restriction.

Tags

Purpose: Flexible segmentation and automation entry conditions.

Key actions:

  • Add Tag (button) — name and confirm uniqueness.

  • Per-tag actions: Edit, Delete.

  • Tags are usable as automation conditions and for filter rules.

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Note: Tags cannot be deleted if they are currently in use by an Automation or associated with a Contact. Before deletion, the tag must be removed from all active Automations or entities. Once it is no longer linked, deletion can proceed. Tags can be renamed at any time without restriction.

Custom Fields (Contact / Transaction / User)

Purpose: Customize data captured across contacts, transactions and users.

Capabilities:

  • Create text, number, or date, field types.

  • Each field generates a Merge Field Code that can be used in emails, automations and templates (e.g., ).

  • Fields appear on the left-hand panel of contact or transaction views once created.

Actions:

  • Add Custom Field → choose Field Name, Field Type → (Text/Number/Date), and Save.

  • Edit (change label, required flag) → Save.

  • Delete → permanent removal (confirm dialog).

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Best practice: Name fields clearly, document merge codes with your marketing team, and test merge fields in automation previews before sending.


Category Best Practices / Guidance
Enterprise Governance - Keep a small number of Enterprise Admins to prevent accidental configuration changes.
- Use Enterprise Management for governance and sensitive settings; Team Management for day-to-day membership.
Documentation - Maintain a central reference for merge fields and custom fields and share with Marketing & CS teams.
- Use consistent naming conventions for teams, groups, and custom fields for clarity at scale.
Testing & Changes - Test large updates (branding, domains, integrations) in a sandbox before production.
- Notify teams before editing Contact/Transaction Statuses or deleting Tags, as these actions can trigger or break automations.
Regular Audits - Review enterprise users and active integrations at least quarterly.
- Track changes via metadata for auditability.
Audit & Metadata Enterprise Management surfaces metadata for key objects like Teams and Custom Fields:
• Created By — user who created the record
• Date Created — timestamp (local time)
• Updated By — last editor
• Last Updated — timestamp
• Creation Method — e.g., UI, CSV, OpenAPI
This helps trace changes during troubleshooting or audits.

 

Final Notes & Warnings

  • Contact Statuses, Transaction Statuses, and Tags: These are not automatically pushed to teams. To make them available across multiple teams, the simplest method is to create an Automation that includes the desired Contact Statuses, Transaction Statuses, and Tags, then push that Automation to the target teams. This will automatically create the statuses and tags for each team.

  • Permissions Matter: Only Enterprise Admins and Owners should make sensitive configuration changes. Use Enterprise Management for governance and global settings, and Team Management for day-to-day team membership and routine updates.

Need more help? Check out: Copy Automations to Teams with EAM