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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 an item. As such, 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 for items makes sense.

When working in teams, one option is to have users follow other users. That way, whenever an item is owned by a user, all users who follow them will also have access to that item.

Note: This does not include emails. Emails are only visible on a deal or organization page if they are shared by the user to whom they were sent.

As an admin, to assign users to follow other users, go to Settings > Users and Permissions, then on the list of users find the user you’d like to add followers to and click ‘Statistics’ on the right hand side.

Once you’re on that user’s statistics page, click ‘Add someone’ to add followers for that user:


Be sure to have ‘Regular users can see all items of other users they are following’ turned on under the ‘Permissions’ tab of ‘Users and Permissions’:


This means that teams can follow each other to share items, but as an admin it means you can keep track of your team and stay ahead of the game:


For more information on users and permissions, see here:


2 - Importing for other users

Getting data into your system is the one of the most important things to get you started.
After adding users, if you want to assign your leads to them (meaning Organizations, People and deals), please make sure you have the right owner to the right user in every item (see gif bellow).

So if you are creating three items (Organizations, Deals, People), be sure you add three owner columns with the same user repeated:

For a more in-depth tutorial on importing, you might want to check these two articles to choose which is the right solution for you:



3 - Goals for all the team

Goals are a big part of sales, to make sure individuals and teams keep reaching the objectives they need to keep the business going.

Keeping track of these goals is a big part of a manager’s tasks. We make that easier for you with the ‘Goals’ feature.

The goal feature allows you to set up a list of things your users need to accomplish. To set up and monitor goals, go to Settings > Goals > All:


For more information, see the following article:


4 - Activity reports

Pipedrive has a big reports section that has a goldmine of information. However, if as an admin you want to answer the question “what did my team do during this time?”, then you can go to ‘Activity Reports’ to get a quick and effective overview:

You can sort by Pipeline or, if you don’t work with deals, but with Organizations and People, select all pipelines to see these activities without a deal connected:

For more information, check our full article here:


5 - Emails visibility

Unlike other features in Pipedrive, email visibility is controlled by users, not by admins. Each user’s inbox is always private and no other users other than the owner, including admins admins, have access to a user’s mail section.

You can, however, share email conversations that are linked to a deal, person, or organization. This can be done as an overall 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 (and thus visible to anyone who has access to that item as a follower):


Shared emails will appear in the user’s inbox marked with a blue ‘Shared’ icon:

Lastly, a shared email will appear on the item’s detailed view to anyone who has access to view that item as so:


For more details about email, see here: