A Team is a group of users all under the “umbrella” of the Team Leader. The team members can all share the same database or they can have individual private databases.
A database is a collection of contacts and deals. Normally, as an individual on the system, you will have one database that contains all of your contacts and deals.
In a Team setting, you can all share that same single database, or you can have multiple databases.
Let’s say you want to add a Team Member, Mary who works her own contacts and deals and she does not need to see your (you are the Team Leader) contacts and deals. Mary would have her own private database with her contacts and deals, and you would still have your database with your contacts and deals. Mary would only be able to see her own contacts and deals and she would not be able to see or access your contacts and deals. Even though Mary has her own private database, you will be able to see and access her data because you are the Team Leader and you own all of the data.
Then you add John to the Team. John also will be working his own contacts and deals. Now you have three databases: Yours, Mary’s and John’s. You will be able to see and access all three databases. Mary would only see the contacts and deals in her database and John would only see the contacts and deals in his database.
In a different setting, you, Mary and John all work on the same contacts. You need to assign tasks to Mary and John, and all three of you need to access the same contacts in order to get your jobs done. Here you will all be using as single database.
Team Member Roles
This is you. You own all the data. You can see and access all of the data in all of the databases. Here are some of the things you can do:
- Determine the Team Structure
- Add or Remove Team Members
- Move a contact from one database to another
- Have complete visibility into all databases
- Establish or change the system settings for all Team Members
- Share your Email and Letter Templates with the Team
- Grant or deny access to system settings
There is only one Team Leader on the team.
An Administrator is a trusted partner who works closely with the Team Leader. An Administrator has all the same rights and access as the Team Leader does. The only thing the Administrator can’t do is to access the billing section and close the account. Here are some Administrator highlights:
- Shares the same database with the Team Leader
- Has full access to all settings system wide
- Has full access to all information and all databases
- Can assign and re-assign Contacts and Deals
- Can add and remove Team Members
- Does not have access to Billing and Plan setup
A Team Player is a team member who is sharing the same database with the Team Leader. They have limited access to system settings, and no access to utilities.
An Independent User is a team member who has his or her own private database. That is, they work their own contacts and deals. No one else on the team will be able to see the Independent User’s data except the Team Leader. They have limited access to system settings, and no access to utilities.
The Power User is like the Independent User in that he will have his own private database. The difference is that the Power User will have more access to system settings. For example, the Power User will be able to create his own Landing Pages and Autoresponders. This user also has greater access to system settings and utilities.
Even though the Power User has his own private database, the Team Leader and all Administrators will still have complete visibility into it.
Team Example #1
In this example, the business partners work together with the same contacts. They both have full access to the same database and all the system settings.
If your team looks something like this, set up your team members as: Administrators
Team Example #2
Sales Team Working Together
In this team, all the team members work together with the same contacts. They can all see and access the same contacts. If a team member adds a note to a contact’s record it will show which person added that note. To-do’s can be assigned to each team member. The Team Leader is the only one on the Team who can change system settings.
If your team looks something like this, set up your team members as: Team Players
Team Example #3
Sales Team Working Their Own Leads with Company Marketing
(Salespeople all use the same marketing tools)
In this scenario, each team member works independently with his or her own contacts. Since they are all competing with each other to be “Sales Person of the Month”, they cannot see or access each other’s contacts or deals.
These sales people all use the same marketing tools that the company created. They will all have access to the web marketing pages and autoresponder campaigns created by the company. They will NOT be able to create their own individual marketing pages and campaigns.
The Manager (or Team Leader) is the only one on the Team who can change system settings. The Manager can also see everyone’s database and can even take a contact from one salesperson and give it to another.
If your team looks something like this, set up your team members as: Independent Users
Team Example #4
Sales Team Working Their Own Leads with Flexible Marketing
(Salespeople can do their own individual marketing)
This structure is similar to Team Type 3, however, salespeople on this team all have different ways of finding and closing leads. The can create their own web marketing pages and build their own autoresponder campaigns.
These team members have more freedom to customize the system to meet their needs.
If your team looks something like this, set up your team members as: Power Users
Team Example #5
A Complex Team
We provide this example to show you what is possible when you set up a team. It is rare to see structures like this, but works well for those who need this type of complexity.
If your team looks something like this, set up your team members as:
Administrators, Power Users, Team Players and Independent Users