Your business
Your team
Invite the people who work with you. Everyone signs in with their own email and password and works in your account. Contacts, deals and appointments can belong to someone, and calls can ring the person who looks after the caller.
Inviting someone
Open Settings → Team.
- 1Invite someone: by email, or a link you send yourself.
- 2Their role: Admin or User. The owner's can't change.
- 3Their phone: where their calls ring.
- 4A user can be limited to the contacts they own.
- 5Invitations not accepted yet, with when the link expires. Withdraw one to cancel it.
Click Invite someone, enter their email, pick their role and, if you like, their phone.
- 1Their email: the invitation goes there.
- 2User for the CRM work, Admin for everything but deleting the account.
- 3Optionally, a user sees only the contacts they own.
- 4Their phone: their CRM calls and their contacts' calls ring here.
- If your email is set up (Email services), we email them the invitation. If not, you get the link to send them yourself: Copy it into a text or a chat.
- The link works once, for 7 days. Under Invited, not joined yet you can see when it runs out, or Withdraw it.
- They open the link, choose their name and a password, and click Join the team. They're signed in to your account right away.
- 1Who invited them, and to which business.
- 2They choose their name and a password (at least 8 characters).
- 3Join the team: they're signed in, in your account.
You can also ask the assistant: "Invite sam@mybusiness.com as a user" or "Who is in my team?"
Roles
- Owner: you, the person who made the account. Everything, including deleting the account.
- Admin: everything but deleting the account: settings, numbers, email, payments, domains and the team.
- User: the CRM work: contacts, conversations, deals, the calendar, campaigns and automations. They can look at Settings but can't change your email, phone numbers, payments, domains, integrations, custom fields or the team, in Settings or through the assistant. They also can't use Download my data.
An owner or admin can change a person's role at any time in Settings → Team. The bin removes someone: their login is deleted and they're signed out everywhere. What they did stays in your account.
Only their own contacts
For a user, switch on Only their contacts. They then see only the contacts they own, with those contacts' notes, deals, conversations and appointments. Everything else in the account is hidden from them.
Owners of contacts, deals and appointments
Once there are two or more of you, a contact's page has an Owner: the person looking after them.
- 1The owner: it shows in their My contacts, and calls from this contact can ring them.
- Deals have an Owner too, shown on their card in Opportunities. An appointment has a With: the person it's with.
- New contacts and deals start with no owner, except those added by someone who sees only their own contacts: those belong to them, so they can still see them.
- In Contacts, the filter shows everyone's contacts, My contacts, those with no owner, or one person's. In Conversations, Mine shows the conversations with your contacts.
- 1Everyone's contacts, My contacts, No owner, or one person's.
Calls
Each person's phone, set in Settings → Team, is where their calls ring. Everyone can set their own phone.
- Call on a contact rings the phone of whoever clicked it, then connects the contact.
- Calls to the contact's owner: in Settings → Phone System, open ⋯ → Edit Configuration on a number and switch on Prefer forwarding calls to the contact owner. A call from a contact who has an owner then rings that person's phone. If nobody answers, the number's backup takes over as usual (voicemail or Voice AI).
- Number pool: on a number that isn't your default, Number pool: answer like the default number makes calls to it ring, record and go to the backup exactly as the default number's do. Use it for a second number on ads or a campaign. Replies still go out from the number the contact used.
- 1A pool number answers exactly like the default one; replies go out from it.
- 2A call from a contact with an owner rings the owner first.
Team calendars
In a booking calendar, the Team part says who takes the bookings:
- Round robin: each booking goes to the person who is free at that time and has the fewest bookings.
- Collective: everyone you pick is in the meeting, at a time they're all free.
Everyone works the calendar's hours. A person isn't offered at a time when they already have an appointment in any of your calendars.
- 1Round robin (the free person with the fewest bookings) or collective (everyone at once).
- 2Who is in it.
Automations
The Assign an owner step in Automations gives the contact an owner: one person you choose, or round robin, each person in turn (among everyone, or the people you tick). With Only if they don't have an owner yet, it leaves contacts that already have one.
What stays personal
- Each person's conversations with the assistant are their own. Teammates don't see them.
- Each person changes only their own profile and password, in Settings → My Profile.
- History shows who made each change.
- A teammate who wants to leave can delete their own login in My Profile. The account and everything in it stay.