About: Team Permissions

What This Article Covers

Team permissions control exactly what each team member can do in the system. Beyond the five team member levels (Account Owner, Administrator, Team Player, Independent User, Power User), you have granular control over individual capabilities—who can delete contacts, who can send mass emails, who can import data, and more.

This guide explains every permission available, how permissions combine with team member levels, and how to make smart permission decisions that protect your data while empowering your team.

Why This Matters

Giving someone the wrong permissions creates serious problems. Grant too much access and team members might accidentally delete critical data, export confidential information, or mess up system-wide settings. Grant too little access and they can't do their job, constantly asking you to perform basic tasks for them.

Understanding permissions before you set them prevents both security risks and workflow bottlenecks.

Watch & Learn

🎥 Video: Team Member Permissions

How Permissions Work

Permissions Work WITH Team Member Levels

Team member level (Administrator, Team Player, etc.) determines baseline capabilities. Individual permissions add or remove specific features within that baseline.

For example:

  • All Team Players have limited settings access by default
  • You can grant a specific Team Player "Import Data" permission
  • That Team Player still has limited settings access but can now import contacts

Permissions refine and customize what each team member level can do.

Default Permissions by Level

Each team member level comes with default permissions:

Account Owner & Administrator:

  • All permissions granted by default
  • Cannot be restricted (they have full access regardless)

Team Player:

  • Can add, edit contacts
  • Can add, edit tasks
  • Cannot delete anything by default
  • Cannot access group actions by default
  • Cannot share templates by default
  • Cannot import/export data

Independent User:

  • Same permissions as Team Player
  • Works on separate database instead of shared

Power User:

  • Full contact and task permissions
  • Import/export access included
  • Can manage their own sub-team
  • Cannot access main team administration

You Can Customize Individual Permissions

After selecting someone's team member level, you can adjust individual permissions up or down. Grant a Team Player the ability to delete contacts, or restrict a Power User from exporting data—whatever your specific situation requires.

This flexibility means you're not locked into rigid roles. You can fine-tune access for each person's specific responsibilities.

The Permission Categories

Contact Permissions

Add Contacts

  • Create new contact records manually
  • Default: Granted to Team Players, Independent Users, Power Users
  • Why restrict: Prevent duplicate entries by limiting who can add contacts

Edit Contacts

  • Modify existing contact information
  • Default: Granted to Team Players, Independent Users, Power Users
  • Why restrict: Protect data integrity by limiting who can change contact details

Delete Contacts

  • Permanently remove contacts from the database
  • Default: Granted to all team member levels
  • Why restrict: Prevent accidental or malicious data loss—deletion is permanent

Contact deletion is particularly dangerous. Most users should not have this permission unless absolutely necessary for their role.

To-Do Permissions

Add To-Dos

  • Create new task items for themselves or others
  • Default: Granted to all team member levels
  • Why restrict: Prevent task spam or inappropriate task assignment

Edit To-Dos

  • Modify existing tasks, mark complete, change due dates
  • Default: Granted to all team member levels
  • Why restrict: Prevent team members from changing tasks assigned by managers

Delete To-Dos

  • Permanently remove tasks from the system
  • Default: Granted to all team member levels
  • Why restrict: Maintain accountability—tasks shouldn't disappear without record

Group Actions Permissions

Group Actions (also called ClientTouch) allow bulk operations on multiple contacts at once.

Group Edit

  • Edit multiple contact records simultaneously
  • Update categories, tags, custom fields in bulk
  • Default: Granted to all team member levels
  • Why grant: Efficient data management for trusted staff
  • Why restrict: Bulk mistakes affect many contacts at once

Group Delete

  • Delete multiple contacts at once
  • Default: Granted to all team member levels
  • Why restrict: Mass deletion is extremely dangerous and difficult to undo

Send Email Blast

  • Send mass emails to multiple contacts through Group Actions
  • Default: Granted to all team member levels
  • Why grant: Enable marketing or communication team members
  • Why restrict: Prevent spam, maintain brand control, avoid deliverability issues

Group Actions are powerful but dangerous. One mistake can affect hundreds or thousands of contacts. Grant these permissions carefully.

Email & Letter Template Permissions

Share with the Team

  • Make personal templates visible to other team members
  • Templates appear in other users' Samples library
  • Default: Granted to all team member levels
  • Why grant: Encourage template sharing for consistent messaging
  • Why restrict: Prevent low-quality or off-brand templates from spreading

Team members can always create their own private templates. This permission only controls whether they can share those templates with others.

Access Permissions

Team Administration

  • View and manage other team members
  • Access team settings and organizational structure
  • Add, edit, or remove team members
  • Default: Account Owner and Administrators only
  • Why restrict: Prevents team members from changing each other's settings or access

Sign In As Owner

  • Switch to Account Owner's view and permissions
  • See Owner's contacts and settings
  • Default: Administrators only
  • Why grant: Enables Administrators to help troubleshoot or manage the Owner's database
  • Why restrict: Prevents lower-level team members from accessing Owner privileges

Deals Access

  • View and work with deals/opportunities
  • Create, edit, and close deals
  • Default: Granted to all team member levels
  • Why restrict: Hide deal information from support staff who don't need sales visibility

Text Messaging Center Access

  • Access text messaging features
  • Send and receive SMS messages
  • Default: Varies based on account setup
  • Why restrict: Control texting costs or limit who can communicate via SMS

Edit Other Calendars

  • Add, modify, or delete appointments on other team members' calendars
  • Default: Denied to everyone
  • Why grant: Receptionists or schedulers need to manage others' calendars
  • Why restrict: Prevent unauthorized changes to others' schedules

Settings Permissions

Import Data

  • Use the import wizard to bring in contacts
  • Upload CSV files or connect to external sources
  • Default: Account Owner, Administrators, Power Users only
  • Why grant: Enable team members to manage their own data imports
  • Why restrict: Prevent duplicate imports, data format errors, or unauthorized list uploads

Export Data

  • Download contact data from the system
  • Extract lists to CSV or other formats
  • Default: Account Owner, Administrators, Power Users only
  • Why grant: Enable reporting or data analysis by trusted team members
  • Why restrict: Protect confidential client information from leaving the system

Import and Export are particularly sensitive. Exporting means contact data leaves your secure system and could be copied, shared, or stolen.

How Permissions Affect Different Features

Contacts

Team members with appropriate permissions can:

  • View contacts in their database (shared or separate)
  • Add new contacts manually or through imports
  • Edit contact fields and custom data
  • Delete contacts permanently
  • Reassign contacts to other team members (Administrators only)

Without permissions, team members can view contacts but cannot modify them—essentially read-only access.

To-Dos & Tasks

Team members always see their own tasks. Permission control affects:

  • Creating tasks for themselves
  • Creating tasks for others
  • Editing or completing tasks
  • Deleting tasks permanently
  • Viewing other team members' tasks (Administrators only)

Workflows

Workflow access depends on team member level, not individual permissions:

  • Team Players, Power Users and Independent Users use the Account workflows
  • All team members can manually trigger workflows on contacts they access

Email & Letter Templates

Template permissions control sharing, not creation:

  • Everyone can create personal templates
  • "Share with Team" permission lets others see those templates
  • Team Players automatically access Owner's shared templates
  • Power Users have completely separate template libraries

Landing Pages & Web Forms

Landing page access depends on team member level:

  • Team Players and Independent Users do not have access to landing pages
  • Power Users create their own landing pages
  • Forms can auto-assign contacts to specific team members regardless of who created the page

Calendar & Appointments

Calendar visibility is controlled by the "Share Calendars with All Members of Team" option (not individual permissions):

  • When enabled, everyone sees everyone's appointments
  • "Edit Other Calendars" permission controls who can modify others' appointments
  • Each team member always has full control over their own calendar

Boards

Boards (Kanban-style deal management) have their own sharing:

  • Each team member can create personal boards
  • Boards can be shared as "View Only" or "Editable"
  • Administrators can see all boards across the account
  • Board access is independent of other permissions

Reports

Report access varies:

  • Team members see reports for their own database
  • Administrators see reports across all databases
  • Deal reports can be filtered by team member

Common Permission Scenarios

Front Desk / Receptionist

Role: Add new contacts, schedule appointments, cannot delete anything

Permissions:

  • ✅ Add Contacts
  • ✅ Edit Contacts
  • ❌ Delete Contacts
  • ✅ Add To-Dos
  • ✅ Edit To-Dos
  • ❌ Delete To-Dos
  • ✅ Edit Other Calendars (to schedule for others)
  • ❌ All Group Actions
  • ❌ Import/Export

Level: Team Player

Marketing Coordinator

Role: Send campaigns, manage templates, cannot delete contacts

Permissions:

  • ✅ Add Contacts
  • ✅ Edit Contacts
  • ❌ Delete Contacts
  • ✅ All To-Do permissions
  • ✅ Group Edit (for tagging campaigns)
  • ✅ Send Email Blast
  • ❌ Group Delete
  • ✅ Share Templates
  • ❌ Import/Export

Level: Team Player

Sales Representative (Shared Database)

Role: Work deals, manage contacts, limited bulk operations

Permissions:

  • ✅ Add Contacts
  • ✅ Edit Contacts
  • ❌ Delete Contacts
  • ✅ All To-Do permissions
  • ✅ Deals Access
  • ✅ Group Edit (for territory management)
  • ❌ Group Delete
  • ❌ Send Email Blast
  • ❌ Import/Export

Level: Team Player

Sales Representative (Own Territory)

Role: Manage own client base independently

Permissions:

  • ✅ All Contact permissions (including Delete)
  • ✅ All To-Do permissions
  • ✅ Deals Access
  • ✅ Import/Export (manage own territory data)
  • ❌ Group Delete
  • ❌ Team Administration

Level: Independent User

Office Manager

Role: Full system access, manage team, troubleshoot issues

Permissions:

  • ✅ All permissions granted by default

Level: Administrator

Data Entry Staff

Role: Add and update contact information only

Permissions:

  • ✅ Add Contacts
  • ✅ Edit Contacts
  • ❌ Delete Contacts
  • ❌ All To-Do permissions
  • ❌ All Group Actions
  • ❌ All other permissions

Level: Team Player

Permission Best Practices

Start Restrictive, Add as Needed

Begin with minimal permissions and add more as team members prove they need them. It's easier to grant permissions later than to deal with data problems caused by excessive access.

Default to denying deletion permissions until someone demonstrates a clear need.

Match Permissions to Job Requirements

Ask "What does this person actually need to do their job?" rather than "What level of access seems fair?"

A receptionist who schedules appointments doesn't need to delete contacts or send mass emails, even if they've been with the company for years. Permissions reflect job requirements, not seniority.

Protect Bulk Operations

Group Edit, Group Delete, and Send Email Blast affect many contacts at once. One mistake can damage hundreds of records or send thousands of unwanted emails.

Grant these permissions only to team members who:

  • Understand the system thoroughly
  • Have proven attention to detail
  • Need these capabilities regularly for their role

Limit Export Access

Exporting data means contact information leaves your secure system. Once exported, you lose control over that data—it can be copied, shared, or stolen.

Grant export permissions only when absolutely necessary for reporting or analysis. Consider whether the team member could accomplish their goal through system reports instead.

Document Your Decisions

Keep notes about why each team member has their specific permissions. This helps with:

  • Consistency when adding new team members in similar roles
  • Troubleshooting when team members can't perform certain actions
  • Security audits or compliance reviews
  • Training new administrators

Review Permissions Regularly

When team members change roles, update their permissions immediately. Someone promoted from data entry to sales needs additional permissions; someone demoted or transitioning out should have permissions reduced.

Quarterly permission audits catch outdated access that should be adjusted.

Test Before Deployment

After setting up a new team member's permissions, test their account:

  • Can they access what they need?
  • Are they blocked from actions they shouldn't perform?
  • Do error messages clearly explain permission restrictions?

Better to discover permission issues during testing than when the team member tries to do actual work.

Questions and Answers

Q: Can I change someone's permissions after they've been using the system?

A: Yes. Permission changes take effect immediately. Edit the team member's settings, adjust any permissions, and save—they'll see the changes the next time they perform an action.


Q: Will team members know what permissions they don't have?

A: Yes. When they try to perform an action they lack permission for, the system displays a message explaining they don't have access. They won't see disabled features in menus, reducing confusion.


Q: Can I give a Team Player the same permissions as an Administrator?

A: No. Even if you grant all individual permissions, a Team Player still shares the Owner's database and lacks some Administrator capabilities like viewing all databases or signing in as others.


Q: What happens if I accidentally give someone too many permissions?

A: Edit their team member settings and remove the permissions immediately. Changes take effect right away. If they've already performed problematic actions (like deleting contacts), you'll need to address those issues separately—permissions changes don't undo past actions.


Q: Do permissions affect what team members see in reports?

A: Partially. Team members always see reports for their own database. The "Export Data" permission controls whether they can download report data. Administrators see reports across all databases regardless of other permissions.


Q: Can a team member see which permissions they have?

A: No. Team members don't see a list of their own permissions. They discover limitations when attempting actions—the system will tell them if they lack required permissions.


Q: Should I give team members delete permissions if I trust them?

A: Trust alone isn't a good reason. Grant delete permissions only when the role genuinely requires it. Even trustworthy people make mistakes, and deletion is permanent. Most roles don't require delete access.


Q: Can Power Users have their permissions restricted?

A: Yes and no. Power Users have certain built-in capabilities (like their own automatic systems) that cannot be removed. You can still control some individual permissions like template sharing or group actions.


Q: What's the most dangerous permission to grant?

A: Group Delete. This allows someone to permanently delete multiple contacts at once with no easy recovery method. Only Account Owners and Administrators should have this permission.


Q: Can I temporarily remove someone's permissions without deleting them?

A: Yes. Edit their permissions to remove specific capabilities, or check "Sign In Disabled" to block all access temporarily while keeping their account and data intact.


Q: How do I know what permissions someone needs?

A: Ask them to describe their typical daily tasks. Match permissions to those specific activities. If they say "I add new leads and follow up on them," they need Add Contacts, Edit Contacts, and To-Do permissions—probably nothing else.


Q: Can team members request permission changes themselves?

A: Not through the system—they'd need to ask you directly. When they encounter permission restrictions, they can contact you to request the additional access they need.


Q: Do permissions affect API access?

A: Yes. Team members using the API have the same permission restrictions as they do in the web interface. A Team Player without delete permissions can't delete contacts through the API either.

Guide Type: Reference Guide

Estimated Time: 15 minutes








Video Transcript

As the Team Leader or Account Owner you have complete control of what your Team Members can and cannot do in the system.

Go to Profile Settings, My Team, and then Manage Team Settings.

Let’s look at this Team Member’s permissions.

You can easily change any of these permissions and they will take effect immediately.

Don’t forget to hit save on this screen to save your changes.