Team Management

Manage your organization’s users, roles, and permissions. Control who has access to what in your CRM.

Overview

Team Management allows administrators to invite users, assign roles, configure custom RBAC permissions, and manage access to CRM data and features.

Related Modules:

• Settings - Organization settings
• Departments - Organization structure and data visibility
• Reports - Team performance

User Roles

Role Hierarchy

Owner
  └── Admin
        └── Manager
              └── User

Role Comparison

Capability	Owner	Admin	Manager	User
View all data	Yes	Yes	Assigned users’ data	Own only
Create records	Yes	Yes	Yes	Yes
Edit any record	Yes	Yes	Assigned users’ records	Own only
Delete records	Yes	Yes	Assigned users’ records	Own only
Manage team	Yes	Yes	No	No
Configure settings	Yes	Yes	No	No
Manage pipelines	Yes	Yes	No	No
Access admin panel	Yes	No	No	No
Transfer ownership	Yes	No	No	No

Owner Role

Organization owners have full control:

• All admin permissions
• Transfer organization ownership
• Delete organization
• Access super admin features

Admin Role

Administrators can:

• Manage team members and roles
• Configure all settings
• Access all data regardless of visibility settings
• Create reports and workflows
• Manage pipelines, properties, and object layouts

Manager Role

Managers bridge admin and user roles:

• View data for users assigned to them
• Edit records owned by assigned users
• Access department data (when configured)
• Cannot access settings or admin features
• Data visibility applies plus assigned user access

User Role

Standard users have limited access:

• View only their own assigned records
• Create new records
• Edit their own records
• Log activities
• Data visibility settings apply strictly

Custom RBAC Roles

Create custom roles with granular permissions beyond the built-in hierarchy.

Permission Groups

Permissions are organized by module:

Module	Permissions
Contacts	View, Create, Update, Delete
Deals	View, Create, Update, Delete
Accounts	View, Create, Update, Delete
Contacts	View, Create, Update, Delete
Activities	View, Create, Update, Delete
Projects	View, Create, Update, Delete
Tickets	View, Create, Update, Delete

Ownership Permissions

Each module has separate permissions for:

• Own records — actions on records the user owns
• All records — actions on any record in the organization

Creating a Custom Role

1. Go to Settings > Roles & Permissions
2. Click New Role
3. Enter role name and description
4. Configure permissions per module
5. Save the role
6. Assign users to the role

Managing Users

Inviting New Users

1. Go to Settings > Team
2. Click Invite User
3. Enter email address
4. Select role (Admin, Manager, or User)
5. Click Send Invitation

The user receives an email with a link to join.

User Status

Status	Description
Active	Can access CRM
Pending	Invitation sent, not accepted
Inactive	Access revoked

Changing User Roles

1. Go to Settings > Team
2. Find the user
3. Click Edit
4. Change role
5. Save changes

Note: Only owners can promote users to Admin.

Deactivating Users

1. Go to Settings > Team
2. Find the user
3. Click Deactivate
4. Confirm action

Deactivated users:

• Cannot log in
• Records remain assigned to them
• Can be reactivated later

Reassigning Records

When a user leaves:

1. Go to Settings > Team
2. Find the user
3. Click Reassign Records
4. Select new owner
5. Choose which records to reassign
6. Confirm

Record Ownership

How Ownership Works

• Each record has an owner (assigned user)
• Owners can edit their own records
• Admins/Owners can edit all records
• Managers can edit records for their assigned users
• Users only see their own assigned records
• Unowned records (no assignee) are visible to everyone

Changing Ownership

To reassign a record:

1. Open the record
2. Edit the Owner field
3. Select new owner
4. Save

Bulk Reassignment

For multiple records:

1. Go to Settings > Team
2. Click Bulk Reassign
3. Filter records by current owner
4. Select new owner
5. Apply changes

Access Control

Data Visibility Integration

Data visibility is configured per user in Departments:

Level	Records Visible
All	All records in the organization
Department	Records owned by department members
Own	Only personally owned records

Role + Visibility Interaction

Role	Visibility Effect
Owner	Always sees all data (visibility ignored)
Admin	Visibility applies, plus sees assigned users’ data
Manager	Visibility applies, plus sees assigned users’ data
User	Visibility applies strictly

Feature Access

Feature	Owner	Admin	Manager	User
Dashboard	Full	Full	Scoped	Personal
Reports	All	All	Scoped	Personal
Settings	All	Most	Limited	Limited
Workflows	Create/Edit	Create/Edit	View	View

User Profile

Each user has a profile with:

• First name, last name
• Email address
• Profile image
• Role assignment
• Two-factor authentication status

Updating Profile

Users can update their own:

• Name and profile picture
• Password
• Two-factor authentication
• Notification preferences

Admins can update:

• Role assignment
• Status (active/inactive)

Best Practices

1. Least privilege — give users only the access they need
2. Use Manager role — for team leads who need to see their team’s data
3. Create custom roles — for specialized access requirements
4. Regular audits — review user list and permissions periodically
5. Prompt deactivation — remove access when users leave
6. Clear ownership — ensure every record has an owner
7. Configure departments — combine with visibility for fine-grained access

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See Also:

• Settings - Organization settings
• Departments - Data visibility configuration
• Reports - Team analytics