OTMS Training & Support

Add a User

Add team members to your onTap Marketing Suite account in just a few clicks so your VAs, social media managers, email marketers, and other collaborators can securely access the backend of your business. This guide shows you exactly where to go in OTMS, how to create a new staff profile, and how to set the right roles and permissions so each user gets access only to what they need.

Video Walkthrough

Step-by-Step

  • Log in to your OTMS account.

  • Click Settings in the lower left‑hand menu.

  • Click My Staff in the left sidebar.

  • Click the Add User button.

  • Enter the user’s first name, last name, and email address.

  • (Optional) Add their phone number for easier multi‑factor authentication.

  • (Optional) Assign them to a calendar or let OTMS auto‑create a personal calendar you can edit later.

  • Set or enable their email signature so messaging stays on‑brand.

  • Choose their role:

    • Admin – broad access to settings and system controls.

    • User – limited access focused on day‑to‑day tasks.

  • Adjust specific permissions by toggling items on/off (e.g., calendars, groups, appointments) based on what they actually need.

  • Click Save to create the user.

  • Let them know they’ll receive an invitation email.

  • The user clicks the link in the email, logs in, and creates their password.

  • If they forget their password later, go back to My Staff, open their profile, and click Forgot Password to send them a reset email.

Training Library

Browse Training by Category

Find support by feature, tool, or task so you can jump straight to the training you need.

Setup & Integrations

  • Set Up Your Business Info
  • Connect Your Email & Phone
  • Integrate Your Social Media
  • Trust Center & A2P Setup
  • Integrating Zoom & Stripe
  • Adding Users + Setting Permissions

Conversations

  • Navigate the Conversations Inbox
  • How to Reply by Email, SMS, or Social
  • Assign to Team Members
  • Understand Conversation History
  • Custom Fields & Values

Calendars & Appointments

  • Calendar Overview & Integrations
  • Create Calendars & Calendar Groups
  • Set Your Availability + Preferences
  • Syncing Google or Outlook Calendars
  • View Appointments & Bookings

Contacts & Smart Lists

  • Importing & Exporting Contacts
  • Adding / Restoring / Deleting
  • Custom Fields & Tag Best Practices
  • Building Smart Lists

Opportunities & CRM

  • What is a Pipeline?
  • Creating + Customizing Pipelines
  • Adding Leads to a Pipeline
  • Automating Stage Movement

Payments, Invoices & Contracts

  • Connect Stripe or PayPal
  • Create + Send Invoices
  • Use Payment Links
  • Manage Documents & Contracts

Marketing & Social

  • Schedule Social Media Posts
  • Email Campaigns vs. Automations
  • Designing Email Templates
  • Setting Up Brand Boards

Automation & Workflows

  • Creating Workflows
  • Understanding Triggers & Actions
  • Reviewing & Testing Workflows
  • Using Recipes to Save Time

Sites, Funnels, Forms & Chat Widgets

  • Understanding Sites & Funnels
  • Creating Your Website
  • Creating a Funnel
  • Designing Forms
  • Add Your Branding

Memberships & Courses

  • Setting Up Your First Membership
  • Creating a Simple Course
  • Setting Up Paid Access
  • Organizing Members with Groups

AI Tools

  • Build a Site with AI Studio
  • Setup AI Chat Bots
  • Generate On-Brand Copy
  • Manage AI-powered Tools

Reputation & Reviews

  • Why reviews matter
  • Connect Google and Facebook
  • Send review requests easily
  • Automate review follow-ups
  • Showcase reviews to convert

Google, Ads & Analytics

Strategy & Bonus Resources

Still Need Help?

If you cannot find what you need in the training library or FAQs, submit a support request and our team will point you in the right direction.