Team Overview

What Team Collaboration Does

The Teams feature lets multiple people work in the same CRM account with individual logins, appropriate access levels, and the right visibility into contacts and deals.

Each team member gets their own username and password, a customized experience based on their role, and individual activity tracking. No more shared logins or confusion about who did what.

Watch & Learn

🎥 Video: Team Overview

The Five Team Member Levels

The system uses five team member types to match common business roles:

Account Owner — You. Full control over everything including billing.

Administrator — Co-leaders with full access to all settings and all databases except billing. Office managers and business partners typically use this level.

Team Player — Staff who share the Owner's contacts with limited settings access. Best for support staff and employees who work shared clients.

Independent User — Team members with their own separate contact database. Best for salespeople with defined territories or agents with their own book of business.

Power User — Highly independent team members with their own database, their own marketing automation, and the ability to have Team Players under them. Best for franchisees or contractors.

Database Structure

The most important decision in team setup is who works on which contacts:

  • Shared database — Owner, Administrators, and Team Players all see and work the same contacts
  • Separate databases — Independent Users and Power Users each have their own contact list that others cannot see
  • Mixed — Some team members share contacts while others have independent databases

This decision is difficult to reverse after setup. See Setup: Team Database Structure before adding anyone.

Permissions

Beyond team member levels, you can fine-tune exactly what each person can do — who can delete contacts, send mass emails, import data, share templates, or edit other team members' calendars. Permissions can be adjusted at any time without changing someone's team member level.

Pricing

Each team member adds $15 per month to your subscription regardless of their level. Billing adjusts automatically when you add or remove team members.

Getting Started

  1. Read About: Team Member Levels to choose the right level for each person
  2. Read Setup: Team Database Structure to plan who works on which contacts
  3. Follow Setup: Your First Team Member to add your first person
  4. Adjust permissions as needed using How to Manage Team Member Permissions

Questions and Answers

Q: Can I start solo and add team members later?

A: Yes. There is no requirement to set up a team at any particular time. You can add team members whenever you are ready.


Q: Is there a limit to how many team members I can have?

A: No hard limit. The system supports teams ranging from two people to large organizations.


Q: What happens to data when a team member is removed?

A: Their contacts, deals, and tasks are reassigned automatically. Their personal templates, calendar appointments, and settings are permanently deleted. See How to Remove a Team Member for full details.


Q: Can I change a team member's level after adding them?

A: Not directly. Changing levels requires deleting the account and recreating it, which loses their templates and settings. Choose carefully during initial setup.

Guide Type: Feature Overview

Estimated Time: 8 minutes








Video Transcript

Team configuration allows a small group of users to work together sharing some aspects of the system as a group and then having some of their own individual settings.

A team can be as small as two in the case of a close partnership or it can be as large as 15 team members or even more.

You can configure your team many different ways to give each team member individual rights and individual access.

For example, a team of two might be set up like this.

In this case, they will share all of the contacts and both will have full access to all aspects of the system.

Or you may work in an office where you are all on the same team. In this example, you would all share and work on the same Contacts.

Or maybe you have an office where each team member has their own Contacts and works their own Deals.

For those of you with a complex team structure, you can create a team with each team member having unique access to the system, some having their own database while others share their database with other team members.

Here’s a quick overview of the team levels.

The Account Owner is the team leader and has full control of all aspects of the system and of the team. The Account Owner owns his or her entire database and pays for the monthly subscription. There is only one Account Owner on the team.

The System Administrator can do everything the Account Owner can. Administrators share the Account Owner’s contacts and deals. There can be multiple Administrators on a team.

A Team Player has limited access to the system and shares contacts and deals with the Team Leader. The Team Player will not have a lot of flexibility to change system settings.

Independent Users also have limited access to the system, but this team member has their own contacts and deals.

Finally, The Power User manages their own contacts and deals and has their own advanced system templates. A Power User can even manage other Team Members.

In this mini team, all will work the same contacts and deals.

Contacts can be re-assigned from one Database Sharing Group to another.

Team members can share their Email and Letter Templates with the rest of the team.

Tasks or To-Do’s can be assigned to different team members.

And the best part is, that the Account Owner or Team Leader has full control to see what each team member is up to.

You can start as a single user and build your team at any time.

To start a team or to manage your existing team, go to ‘Profile Settings’ and then ‘My Team’.