pardot users roles single sign on sso and sync

Adding Pardot Users and Roles, Mapping to Salesforce and Single Sign On (SSO)

For Pardot admins, adding users is a common task. BDRs, sales reps, sales managers, Salesforce admins and marketing team members all have a reason to login to Pardot. And if that sounds like a lot of users in your org, a nice feature is User Sync, which will speed up the process.

Adding Users to Pardot (Default)

There are four default user roles:

  • Administrator: The highest level of access in Pardot. Administrator users can access all settings, prospect data and modules.
  • Marketing: Can edit all prospect data and use all marketing modules including lists, forms, landing pages, campaigns and sending list emails.
  • Sales Manager: Sales Managers have access to all prospect data and visitors but no marketing functionality. Sales Managers can send one-to-one emails to prospects, but can’t send list emails.
  • Sales: The lowest level of access. They only have access to view prospect data and visitors, but no marketing functionality. Sales users can send one-to-one emails. Additionally, they can edit the prospects assigned to them.

You can view a full list of specific Pardot permissions on the Salesforce help page.

Do you need a Salesforce license to use Pardot?

A common question… the answer used to be no, but that will change as of the Spring 2021 Pardot release. At that point, you will need a Salesforce license to use Pardot.

Beginning with the Spring ’21 release, Pardot’s user authentication system will be discontinued and all users will be required to use Salesforce single sign-on link (SSO). All Pardot users not enabled with Salesforce SSO by Spring ‘21 will lose the ability to log into Pardot until they are connected to a Salesforce user.

That said, there is a work-around. Taken directly from the Knowledge base article:

To support customers with Pardot-only users who do not need a full Salesforce license, Pardot will be bundling Salesforce Identity licenses with all Pardot editions. The exact number of bundled licenses is still being finalized, but it will cover the needs of nearly all Pardot customers. These licenses will be backfilled into all existing customer orgs later this year.

Definitely take the time to review your Pardot account to determine if you have any “Pardot-only” users. Additionally, for users that are used to connect to external APIs, they will need to be updated once the Pardot API is available to Salesforce users in the Summer ’20 release.

Salesforce Identify License

Mentioned briefly above, Salesforce Identity licenses are a way for customers to connect with Pardot (or other external SSO-required applications), but without any actual Salesforce functionality.

Pardot Identity Licenses are free. Reach out to your account executive to learn more about setting them up.

Creating Custom Pardot Users Roles

Like Salesforce, Pardot offers advanced user permission editing capabilities. Keep in mind, custom user roles are only available in Pardot Advanced edition (add on fee for Plus).

Features are broken down into three categories:

  • Marketing
  • Prospect
  • Admin
pardot custom user roles interface

In each category has a specific set of abilities that you can manage for any custom role.

Additionally, you can limit access to content in Pardot folders.

Enable Salesforce User Sync

User syncing is an efficient way of managing users in both Pardot and Salesforce. At the highest level, user sync involves mapping Salesforce profiles to Pardot user roles. As part of the benefit, any user information in Salesforce is synced with the Pardot user record.

You cannot disable user sync after its been activated.

Recommended reading before implementing: Considerations for Enabling Salesforce User Sync

Set up Pardot SSO for Salesforce Users

As a Pardot consultant I get the question often, “I can’t login to Pardot”. Lots of the time the user hasn’t even activated their account. An easy way to avoid login issues is to configure SSO.

Basically, Single sign-on (SSO) lets your users transition between Salesforce and Pardot seamlessly without logging in separately. After you’ve mapped Pardot and Salesforce users, you can enable SSO for users from User Management. Users can also enable SSO for themselves from their user settings.

Salesforce Pardot Users Email List

Sometimes you’ll want to send an internal email to all your Pardot users. By default, there is no pre-packaged list or view to do this, but you can create a Salesforce Pardot users email list manually.

Basically, you would need to create Prospect records for each User in your account. The easiest way would be to navigate to Administration > Users and then export a list of all Users. Then, under Admin > Import > Prospects you can upload that file and create a new list titled “Internal Pardot User Email List”.

Read More: Ultimate Guide to the Pardot Salesforce Connector Syncing Scenarios including Merging, Editing and Deleting

Relevant Documentation