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5 Tips for larger teams using Pipedrive

If you’re a big company using Pipedrive, you most likely want to have your team sharing data and contact information.
Here are some ideas that will make sharing information that bit easier, pushing your team further towards sales success.


1: Visibility of items belonging to Other Users

One of the key rules of Pipedrive is that if a user cannot see an item, the user cannot change that item. With that in mind, it’s always best to have full visibility open to the entire company wherever possible. However, as a large company using Pipedrive, you most likely have some details that should only be handled by specific users. That’s when the Owner and followers visibility permission in Pipedrive makes sense.

When working in teams, one option is to have users follow other users. In that way, whenever an item is owned by a specific user in your account, all of the users that follow them will also have access to that item.

As an Admin User, if you would like to assign users to follow other users in your account, go to Settings > Users and Permissions, click on the name of the user you would like to add followers to, and click the Statistics button, found on the right hand side.
Once you’re on that user’s User profile, click Add someone to add a follower for that user.


Note: This does not include emails, as emails are only visible in the Deal or Contact they are associated with if that email is marked as Shared.

For this, we suggest having the ‘Regular users can see all items of other users they are following’ turned to YES.
This can be done under Settings > Users & permissions > Permissions


This means that teams are able to follow each other in order to share items, but — as an Admin User — it means that you are able to keep all relevant information at your fingertips.


For more information about the visibility permissions in Pipedrive, click here

2: Importing data for your other users

Getting data into your system is the one of the most important things to get you selling effectively in Pipedrive.
After adding users, if you want to assign your information — like deals, contacts, or organizations — please make sure you have the mapped the correct user to the Owner field, as displayed below.


Note: If you are creating three items — an Organization, a Deal, a Person — be sure to add three owner columns with the same user repeated, in order to map that user as the Owner for each item.

For information about the Import process of Pipedrive, we suggest reading more here.

3: Goals for the whole team

Goals are a big part of sales, to make sure individuals and teams keep reaching the objectives they need to in order to keep the business going. Keeping track of these goals is also a big part of a manager’s duties. To help make that as easy as possible, we had the Goals feature in Pipedrive.

This feature allows you to set up a list of things your users need to accomplish.
As an Admin User, to set up and monitor goals for your team in Pipedrive, go to Settings > Goals > All.


For more information about the Goals function and what it can do, click here

4: Activity reports

The Reports function of Pipedrive is a goldmine of information. However, if as an Admin User, you may be asking questions like “what did my team do during this time?”
To find the answer, go to the Statistics tab, and click on Reports


In this feature, you can sort by Pipeline to get the specific information you require. If you don’t work with deals — but more with Organizations and People — simply select All pipelines in order to see these activities that are not connected to a specific deal.


For more information about the Reports function and what it can do, click here

5: Email visibility

Unlike other function of Pipedrive, the visibility of emails is controlled by users, not by Admin Users.
Each user’s inbox is always private — as personal emails can be synced into Pipedrive — meaning that each user is responsible for the contents of their Mail tab, and that information cannot be adjusted by any other user in the account. 

If you wish to share email conversations that are linked to a deal or contact, this can be done as a global setting, or on a case-by-case basis.
The default setting for Pipedrive — found under Settings > Personal > Email Integration — is that all emails linked to an item are shared on that item page. This makes each linked email visible to any user that has the ability to see that deal or contact. 


Shared emails will appear in the Inbox of the user’s Mail tab, marked with a blue Shared icon.


An email marked as Shared will appear in the Detail View of its associated item, and will be visible to any user who has permission to see that item.


For more information about the Email integration's functions and what they do, click here