How it works
Visibility is decided by role and by one switch. Owners, managers, processors and read-only users always see every record in the organization. Agents (your sales reps) see only what belongs to them, unless an owner turns on Agents can see every lead and deal in Settings → Organization under Team visibility.
| Record | An agent sees it when... |
|---|---|
| Lead | It is assigned to them. |
| Deal | They are its Sales owner (set under Assignments on the deal). |
| Merchant | They own the merchant. |
| Task | It is assigned to them. |
| Submission, funded deal, commission | It belongs to a deal they own. |
| Import | They ran it. |
Lenders, companies and reports are shared reference data and are not limited this way, although an agent's dashboard numbers cover their own work.
Open or restricted?
| Keep it restricted (default) when... | Open it up when... |
|---|---|
| Reps are paid on their own book and protect their merchants. | The team works as one pod and covers each other's callbacks. |
| You buy leads per rep and want each rep's pipeline clean. | A small shop where everyone already talks about every file. |
| You have had a rep leave with a book of merchants. | Fronters hand off to closers and both need the file. |
Even with visibility restricted, a rep entering a business that already exists gets a duplicate warning that says who owns it, without opening the record. That stops two reps working the same merchant without exposing the file.
Keep records assigned
Restricted visibility only works if every record has an owner. These are the places assignment happens:
- Imports: Assign to → One rep or Round robin between reps in the import options.
- The leads list: select rows, then Assign.
- One lead: the More actions menu → Assign to.
- A deal: the Assignments card sets Sales, Broker / ISO partner and Underwriter. Only managers and owners can change the sales rep and underwriter.
- Web applications: the organization link assigns to nobody and tasks the owner; a rep's referral link assigns to that rep.
- Converting a lead: the dialog sets the Deal owner.
The vanishing lead
An unassigned lead is invisible to every agent while visibility is restricted. If reps say imported leads are missing, filter Leads by Rep → Unassigned and assign them.
Step by step
- 1Open Settings → Organization.
- 2Under Team visibility, turn Agents can see every lead and deal on or off.
- 3Click Save changes. Agents see the change the next time their lists load.
Try it in the app
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Related lessons
- Start hereRoles and permissionsThe five roles in plain language: owner, manager, agent, processor and read only. Who sees which records, who can reveal sensitive values and export.
- Owner and admin setupAdd users and send invitesInvite teammates with a link or create their account with a password, pick roles, revoke invites, reset passwords and deactivate people who leave.
- Owner and admin setupImport your book of businessMove leads, merchants and owners in from spreadsheets or another CRM: column mapping, presets, duplicate handling, assignment, error rows and import history.
- Sales rep playbookWorking the leads list every dayFilter, sort and work the Leads list so the freshest and hottest merchants get called first, and nothing sits untouched for two weeks.
- Help centerRoles and permissionsWhat owners, managers, agents, processors and read-only users can see and do.
- Help centerSet up your organizationCompany details, team visibility, deal math defaults, lead sources and pipeline rules.