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: Teams 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

Teams let several people work in the same database, each with their own sign-in. Everyone signs in as themselves, so you always know who did what.

To see your team, click your profile picture and choose My Team. This chart shows everyone on your team and how they're connected. You're the Account Owner, at the top.

Each team member has a level, and their level decides what they can see and do. There are four levels to choose from.

An Administrator helps you run the account. Administrators share your contacts, can change any setting, and can add and remove team members. The only thing they can't touch is your billing and plan.

A Team Player works on your contacts with you, like an assistant or office staff. Team Players share your contacts and use your automation, but they can change only a few settings.

An Independent User has their own contacts, kept separate from yours. This fits someone like a salesperson who looks after their own clients.

A Power User also has their own contacts, and runs their own automation, like their own landing pages. A Power User can even have Team Players of their own, a bit like a branch office.

Who sees which contacts is the most important part, so let's look at that on the chart. You, your Administrators and your Team Players all share one set of contacts. Each Independent User and each Power User has a separate set, marked with this database icon. A Power User's Team Players share that Power User's set. You and your Administrators can see every set.

Choose carefully whether each person shares your contacts or has their own, because that can't be changed later. To change it, you'd have to remove the person and add them again.

Beyond their level, you can also fine-tune what each person can do. Click Manage Team Settings, then click a team member's name. These permissions let you decide exactly what this person can do, like deleting contacts, sending an email blast or sharing templates. Each one is set to Grant or Deny, and you can change it at any time.

When you're ready, the next step is adding your first team member.