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Team-Based Permissions Overview

Learn how Teams control data visibility in Followup CRM and how they work together with user permissions to manage access across your organization.

🚀 Overview

Followup CRM uses Teams to control which records users can see — especially helpful for companies with multiple offices, departments, or crews.

This article explains:

  • What Teams are

  • What Teams do (and do not) control

  • How Teams interact with permissions and records

  • Why Teams are important for managing visibility

⚠️ This is a conceptual overview, not a step-by-step configuration guide.

🧭 Key concepts

🔹 What are Teams?

  • Teams are groups of users — such as offices, departments, or crews. 👥

  • Teams are created and managed in Company Settings → Teams. ⚙️

  • Teams by themselves do not grant permissions and do not control actions.

Their main role is to help define which records a user is allowed to see. 👁️

🔹 What Teams control

Teams determine:

  • Which projects, companies, and contacts a user can view

  • Which records appear in lists, search results, and reports

Teams are used throughout the system, including:

  • 🏗️ Projects

  • 🏢 Companies

  • 👤 Contacts

  • 📋 List views

  • 🔍 Search

  • 📊 Reports

🔹 What Teams do not control

Teams do not control what a user can do with a record.

Actions such as:

  • ✏️ Editing

  • 🗑️ Deleting

  • 📤 Exporting

  • ➕ Creating records

…are controlled separately through User Permissions. 🔐

Visibility and actions are related — but they are not the same.

🔗 How visibility is determined

In Followup CRM, record visibility is based on three factors working together:

  • 👥 User’s team membership

  • 🏷️ Teams assigned to the record

  • 🔐 User permission settings

This means:

  • A user can belong to a team but still not see a record if that record is not assigned to their team.

  • A user may see more records if their permissions allow broader access beyond team limits.

🧩 Why this system exists

Teams are designed to help organizations:

  • Manage visibility in multi-office environments

  • Separate data between departments or crews

  • Prevent users from seeing irrelevant or restricted records

  • Keep data organized and secure

This ensures each user only sees what is relevant to their role and team. ✅

🧠 Key takeaway

Think of permissions in Followup CRM this way:

  • 👥 Teams define who belongs together

  • 🔐 Permissions define what users can see and do

Understanding this relationship makes it much easier to configure and manage access throughout the system.