Teams
Overview
A team groups staff into a working or sales unit and names a lead — the team lead.
A team grants no permissions. That is the most common misunderstanding here: being added to a team makes nothing new visible. Permissions come exclusively from the role, see Roles & permissions. A team is an assignment, not an authority.
What it is for, then: reporting and ownership. A team answers "who belongs together?", not "who may do what?".
Core tasks
Create a team. New team requires a name; description, team lead and members are optional and can be added later.
Maintain members and lead. Members are chosen from the existing accounts, as is the team lead. The list shows name, lead, number of members and the active state.
Deactivate a team. The active toggle takes a team out of day-to-day operation without losing the assignment made so far — the gentler route compared with deleting.
Set visibility. The Visibility card defines per record type and brand who sees other people's records: Everyone sees everything (default), Own only or Own + teammates. Customers, contacts, deals, leads, CRM activities, tickets, projects and every document with an owner — quotes, orders and invoices can be ruled. The rule applies everywhere alike: in the list, when opening, when editing and in every action, in search and in the AI context — what someone may not see, they cannot change either. This is where a team does have an effect: Own + teammates opens the records of colleagues from the same teams. Anyone holding the type's bypass permission sees everything regardless of the rule.
| Type | Who counts as owner | Bypass permission |
|---|---|---|
| Ticket | the assignee; watchers see it in addition | tickets.ticket.view_all |
| Project | every participant: creator and all project members | projects.project.view_all |
| Quote | the owner of the quote | finance.quote.view_all |
| Order | the owner of the order — taken over from the quote, otherwise the creator | sales.order.view_all |
| Invoice | the owner of the invoice — taken over from the order or the original invoice, otherwise the creator | invoicing.invoice.view_all |
Records without an owner always stay visible — including orders and invoices from before the owner field, until someone enters an owner. Delivery notes carry no owner of their own and cannot be ruled. The customer portal is not affected — the rule orders staff among themselves.
Fields in detail
| Field | Required | Values / format | What it does |
|---|---|---|---|
Name name | yes | text, max. 120 characters | What the team is called in assignment, filter and reporting. |
Description description | no | text, max. 500 characters | What the team is responsible for. |
Lead leadUserId | no | a user account | Who leads the team. The target for escalations and collective notifications. |
Members memberIds | no | several accounts | Who belongs to it. |
Brand brandId | no | one of your brands | Limits the team to one brand. |
Active active | no | yes/no | Off means no longer assignable; existing assignments remain. |
Visibility rule
| Field | Required | Values / format | What it does |
|---|---|---|---|
Record type entityType | yes | e.g. ticket, project, quote, sales_order, invoice, deal | Which records the rule applies to. Only what an active module also enforces is offered. |
Rule mode | yes | all, owner_only, owner_and_team | Who sees other people's records — everyone, only the owner, or additionally their teammates. |
Brand brandId | no | one of your brands, empty = all | Which brand the rule applies to. A brand's rule takes precedence over the cross-brand one. |
A team grants no permissions. It bundles responsibility and notification; what someone may do comes solely from their roles. Being in a team does not let anyone see more than before.
Settings & permissions
- Permission
platform.team.read. Without it the page is unreachable. - Permission
platform.settings.managefor the visibility rules — the card only appears with it. - Teams grant no permissions. They assign and group.
- Reporting draws on this. Wherever modules report or filter by team, this assignment is the
source.
FAQ & troubleshooting
A team member cannot see the team's data. As expected — membership grants no permissions. Check the account's role. Only under the visibility rule Own + teammates does the team open the colleagues' records.
A colleague can no longer find a project or ticket. Check the type's visibility rule: under Own only they only see what they take part in or are assigned to. Accounting or a team lead then needs the bypass permission.
A person cannot be selected as a member. Selectable are existing accounts. If the person is missing, either no account exists or it is deactivated, see Users.
A team is no longer needed. Deactivate it. Deleting removes the assignment from the record as well.