Overview

Pipedrive offers powerful tools to manage who can access, view, and edit information in your CRM. With a combination of roles, teams, and visibility settings, you can ensure your sales data is secure and organized — while empowering the right people with the right access.

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🧑‍💼 What Are Roles in Pipedrive?

Roles define what users are allowed to do inside Pipedrive. Each role comes with a set of permissions that control:

• Access to deals, contacts, activities, and pipelines
• Ability to view, create, edit, or delete data
• Rights to manage settings or users

Default Roles:

• Admin: Full access to all settings and data, including user management and billing.
• Regular User: Limited access based on permissions and visibility settings.
• Custom Roles (available on Advanced and higher plans): Define granular access for different positions (e.g., SDR, Account Manager, Team Lead).

How to Create or Modify Roles:

1. Go to Settings > Permissions & Visibility > User Roles
2. Click “Add new role” or edit an existing one
3. Choose what this role can do (e.g., view deals, edit contacts, delete activities)

🛠 Custom roles help align access with job responsibilities.

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👥 What Are Teams in Pipedrive?

Teams group users based on department, geography, or function — helping you manage large sales orgs and reporting more efficiently.

Benefits of Teams:

• Assign deals and activities by team
• Filter dashboards and reports by team performance
• Manage visibility and permissions more easily

How to Create a Team:

1. Go to Settings > Manage Users > Teams
2. Click “Add team”
3. Name the team and assign members

🔁 You can move users between teams or have multiple teams working in the same pipeline.

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🔐 Understanding Visibility Settings

Visibility Settings control which users can see which data — ensuring privacy, reducing clutter, and improving focus.

Types of Visibility Rules:

Setting	Who can see it
Owner only	Only the user who owns the deal/contact
Owner’s team	Everyone in the same team
Entire company	All users in the organization
Custom groups	Based on your custom visibility rules

🧩 Visibility applies to deals, people, organizations, activities, products, and more.

How to Manage Visibility Settings:

1. Go to Settings > Permissions & Visibility > Visibility Groups
2. Create or edit groups with specific rules
3. Assign users or roles to the appropriate group

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🔄 How Roles, Teams, and Visibility Work Together

Let’s say you have:

• A Sales Team with junior reps and managers
• Junior reps should only see their own deals
• Managers should see all team deals

You could:

1. Assign junior reps to a role with limited permissions (e.g., can’t delete deals)
2. Place them in the same team for reporting
3. Use visibility groups to restrict reps to their own data, while allowing managers broader access

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🧠 Best Practices

Task	Tip
Use roles to manage permissions	Avoid giving admin access unless needed
Use teams for reporting and ownership	Keep it aligned with your org chart
Limit visibility to what’s necessary	Helps users focus and protects sensitive info
Review access quarterly	Make sure roles, teams, and permissions are up to date
Train new users on access rules	Helps avoid confusion and unauthorized changes

Conclusion

Understanding how to use roles, teams, and visibility settings in Pipedrive is critical for CRM security, clarity, and efficiency. Proper setup ensures users have access to exactly what they need — no more, no less — while keeping your data organized and actionable.