Departments

Departments mirror how your company is organized, for example Sales → Enterprise → Account Managers. They matter most for data access: a member set to Department sees the records owned by everyone in their department and the departments under it.

Open Settings → Users & Permissions → Team and select the Departments tab. (The old Settings → Departments link opens this tab.)

Build the department tree

Click Create department and enter:

Field	Description
Name	For example, `Enterprise Sales`
Description	Optional. What the team does.
Parent department	Optional. Leave it as No parent (top-level) for a top-level department.

Departments can be nested as deep as you need:

Sales
  ├── Enterprise Sales
  │     ├── Account Managers
  │     └── Solution Engineers
  └── SMB Sales
Support

Drag departments in the list to reorder or reorganize them. Members stay in their department when it moves.

Open a department to Edit department (name, description, parent, and Manager) or Delete department.

Add members

Each member belongs to at most one department.

From the Departments tab, open a department’s add-members option and pick from members who don’t have a department yet.
From a member’s settings page (Team → Members → Open user settings), change the Department card.

Use Remove from department to take someone out.

Data access

Data access decides which records a member can see. It is set per member, not per department.

Level	The member sees
All data	Every record in the workspace
Department	Records owned by members of their department and every department below it
Own records	Only records they own

A few rules always apply:

Members always see records they own or are directly assigned to.
Records with no owner are visible to everyone, so they can be claimed.
The workspace owner always sees everything.
A member set to Department but without a department sees only their own records.

Set a member’s data access

Open Team → Members and choose Open user settings for the member.
On the Data access card, choose the default level.
Optionally add per-module overrides, for example All data for Tickets but Own records for Deals.

You can also set a department manager’s data access when you edit the department (Manager data visibility). It is saved with the department.

Modules that follow data access

Contacts, Deals, Activities, Meeting Links, Projects, Tickets, Price Offers, Invoices, Campaigns, Articles, KPI Goals, Inbox, Requests, Segments, Forms, Listings, and Subscriptions.

Some modules add their own access on top of ownership. For example, ticket assignees and followers, project job assignees, and inbox conversation participants can see those records even when they don’t own them.

Accounts and workspace settings are not limited by data access. Everyone who can open them sees all of them.

All views of a module (list, board, and calendar) follow the same data access.

Data access, roles, and seats

Data access only narrows which records someone sees. Their role still decides what they can do with those records, and their seats decide which modules they can open at all.

Examples

Person	Department	Data access	Sees
Regional sales manager	Enterprise Sales	Department	Deals owned by anyone in Enterprise Sales, Account Managers, or Solution Engineers
Sales rep	SMB Sales	Own records	Only their own contacts and deals
VP of Sales	Sales	All data	Everything
Support lead	Support	Own records, with an All data override for Tickets	All tickets, but only their own deals

Tips

Mirror your org chart, then nest teams under their parent department.
Start members on Own records or Department, and widen only where needed.
Use per-module overrides instead of giving someone All data everywhere.
Review departments when people change teams.