Every user in Pipeline CRM has three things that decide what they can do: a role, an access type, and a set of permissions. This article explains what each one controls.
Before you start: You need Account Admin permissions. Everything below is set at Settings > General > Users.
The Three Parts of a User's Access
Part
What it controls
Role
How much of the account's data the user can see
Access type
Whether the user can add and edit data at all
Permissions
Specific actions the user is allowed to take, like exporting or merging
You set all three in the same place, at the same time — when you invite the user, or later by editing them.
User Roles
Role
What they can access
Belongs to a team?
Team Member (default)
Sees and edits records based on their team's settings
Yes
Team Leader
Manages and edits data for their team, or the whole account
Yes
Executive
Sees and edits all data across the account
No
SuperShare (External User)
Views the deal list view only, and only lists that have been shared with them
No
Tip: SuperShare is designed for people outside your company — a client or a partner who needs to see one shared list and nothing else. See SuperShare Setup for the full walkthrough.
Access Types
Every user is either Normal or Read-only. This is the single biggest switch on the account.
- Normal access — the user can add and edit all types of data.
- Read-only access — the user cannot add or edit any records, but they can add and comment on activities.
Note: Read-only does not mean silent. A read-only user can still log an activity and comment on activities. What they cannot do is create or edit records such as companies, people, and deals.
Permissions
Permissions are the checkboxes below the access type. Each one grants a specific action on top of the user's role.
Permission
What it allows
Account Admin
Manage this Pipeline account, including settings, users, and billing
Can merge records
Combine records for companies, deals, and people
Can delete people & deals
Delete the people and deals that they own
Can export reports
Export list view and reporting data for records they can see or edit
Can send bulk emails
Send mass emails via the People and Deals list views
Can manage email campaigns
Create and manage email campaigns (if enabled on your account)
Can change company owner
Change the company owner on company records they can see or edit
Can create company via shortcut
Create a new company record while creating a deal or person record
Tip: These same descriptions are built into the product. In the invite window, click Permission descriptions to expand them.
Set a User's Role and Permissions
- Go to Settings > General > Users.
- Click \+ Add users to invite someone new, or click an existing user's name to change their access.
- Choose a Role.
- Choose a Team. Team Member and Team Leader must belong to one; Executive and SuperShare cannot.
- Select Normal access or Read-only access.
- Check the permissions you want to grant.
- Click Send Invite for a new user, or save your changes for an existing one.
Check Who Has What
- The Active users tab lists every user's Role, whether they're an Admin or Read-Only, their synced email status, and their last login.
- The Users security tab shows who has multi-factor authentication enabled and who still needs to set it up.
- The Org chart tab shows your teams and reporting lines visually.
Common Questions
Can I change a user's role later? Yes. Click the user's name on the Active users tab and update their role, team, access type, or permissions at any time.
What happens to a user's records if I change their role? Record ownership doesn't change when a role changes. To move records to someone else, use Reassign data. See Removing a User.
Why can't I see another user's API key? API keys follow the role hierarchy, so you only see keys for users at or below your own level.
Need help? Contact support at customercare@pipelinecrm.com.