Every person on your team has one of three roles. The role decides which records they see and what they can change. These rules are enforced by the system itself, not just hidden in the menu.
The three roles
| Admin | Manager | Agent | |
|---|---|---|---|
| See all contacts, deals and tasks | Yes | Yes | Own only |
| Create and edit records | Yes | Yes | Own only |
| Delete records | Yes | Yes | Own tasks and notes |
| Merge duplicate contacts | Yes | Yes | No |
| Change pipelines, templates and marketing | Yes | Yes | View only |
| Manage team, settings and backups | Yes | No | No |
What agents see
An agent sees the contacts, deals, tasks, properties and projects that are assigned to them or created by them. Notes and files follow the contact they belong to. Companies, pipelines and the team list are visible to everyone so work stays connected.
Tip: if an agent should see the whole business, make them a Manager. If you want them to see specific records, assign those records to them.
Change a role
- Open Settings and go to Team Members.
- Edit the person and choose a new role.
- Save. The change takes effect straight away, with no need for them to sign out and in again.
Remove access
To remove someone, deactivate their account. They are signed out immediately and cannot sign in again, while the work they created stays in the CRM.
Know who did what
The History section on contacts, deals, tasks, properties and projects records every change with the person and the time, so you can always trace an edit.