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Contact and Company Sharing: Choosing the Right Setup for Your Team

The contact and company sharing permissions determine which names and businesses different users are able to see.  These permissions are based around access to other user’s contacts, and a user can have:

  • “Edit” access (view and edit),
  • “View” access (view but not edit), or
  • "No access" (no view and no edit) to another user’s contacts.

These permission options can be used to determine what each individual should be able to access, and what actions they can take on those records.

There are a number of possible permission setups, depending on how your team works. Here are three common setups:

1) Manager needs oversight of all salespeople, but salespeople do not need to work on each other's leads.

For example, you may want your sales team to be able to see each other’s data so they know which accounts and contacts have already been identified, but not be able to edit other salespeople’s records or leave notes.

In this situation, you can give salespeople (Sally, Kwame, and "Salesperson" below) “View” access to each other’s records while setting up the sales manager (Grady below) with “Edit” access to every salesperson’s data:

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2) Manager and assistant work with all team members, but team members only need to see their own contacts.

Alternatively, if you have an administrative assistant (AdminAsst below) that works with multiple team members, the administrative assistant may have “View” access to the contacts of every team member they assist, while the other users have access to only their own contacts.

In the example below, the manager Grady is the only one who has "Edit" access to the administrative assistant's contacts -- no one else can see AdminAsst's contacts. AdminAsst has "View" access to all the other salespeople's contacts so that they can help the team out.

Click the image to see it full-size

3) There are separate teams using the CRM, and each team only needs to see their own team members' contacts.

If you have multiple teams in the CRM, you can restrict permissions between teams while allowing everyone who works together to share data. For example, if your marketing team works collaboratively they may be able to access each other’s data, but your sales team isn’t, so they should have access to only their own data. The manager for each team can access all of their team’s data to review their team’s work, and the CEO can access everything.

In the screenshot below, you are the Marketing Manager and you have granted "Edit" access to your contacts to: your boss, Lucia, and Joanna -- your marketing team. At the same time you've given yourself "Edit" access to Lucia and Joanna's (your marketing team) contacts. This way, the entire marketing team can share contacts, and your boss has oversight.

Click the image to see it full-size

There are many different ways permissions can be applied, and if you’re not sure what is best for your team contact us and we can help!

Next up:
Sharing tasks and events with your team
User permissions, team settings, contact visibility, access, team sharing
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