With organization-wide sharing, every contact associated with your organization is visible to every team member. No manual sharing needed - when someone on your team adds a contact, everyone can see it instantly in their grid. This eliminates information silos and ensures your entire sales team operates from a single, unified contact database.
Organization contact sharing is enabled automatically on all team plans. There is no configuration required - it works out of the box the moment you invite a second team member to your SalesSheet.ai organization.
Before You Start
- You must be on a Pro or Ultra plan to use organization sharing (solo free plans are single-user only)
- At least two team members must be part of the same organization
- All team members should be invited through the Team settings page so they are properly linked to your organization
How Organization Contact Sharing Works
Automatic Organization Scoping
All contacts with an organization_id are automatically visible to every member of that organization. When you create a new contact through any method - AI chat, manual form, or CSV import - the contact inherits your organization_id and becomes visible to your teammates immediately. The contacts grid shows an "Owner" column so you can see who created each contact.
This scoping happens at the database level. Every query that loads contacts automatically filters by your organization_id, so you never see contacts from other organizations and you always see contacts from every colleague in your own organization. There is no toggle to turn this on or off - it is the fundamental way SalesSheet.ai structures multi-user data access.
What Gets Shared
When a contact is shared across your organization, your teammates see everything associated with that contact record:
- Contact details: Name, email, phone, company, job title, address, and all custom fields
- Activity timeline: Every call, meeting, email, and note logged against the contact by any team member
- Linked opportunities: Any deals or pipeline items associated with the contact
- Tags and labels: All tags applied to the contact, regardless of who added them
- Enrichment data: AI-enriched information such as LinkedIn profiles, company details, and social accounts
- Files and attachments: Any documents or files attached to the contact record
The only thing that remains private is each user's personal notes that are explicitly marked as private (using the lock icon when creating a note). Everything else is shared by default.
Shared Activity Timeline
When you open a shared contact, the activity timeline shows all interactions from every team member - emails sent by any colleague, calls logged by anyone, notes added by the whole team. Each entry displays the team member's name and avatar so you always know who performed each action.
This shared timeline is one of the most powerful aspects of organization sharing. Before calling a prospect, you can review the full history of interactions from your entire team. If a colleague already had a discovery call last week, you will see the call log, any notes they left, and follow-up tasks they created. This prevents embarrassing duplicate outreach and lets you pick up conversations where a teammate left off.
Permissions and Editing Rights
Who Can Edit Shared Contacts
By default, every team member can view and edit any contact in the organization. This open editing model works well for most small and mid-size sales teams where collaboration is more important than strict access control.
On the Ultra plan, administrators can enable role-based permissions to restrict editing. With role-based permissions enabled, you can set rules such as:
- View only: Team members can see the contact and its timeline but cannot modify any fields
- Edit own: Team members can only edit contacts they created (the Owner field matches their user)
- Edit all: Full editing rights on any contact in the organization (the default behavior)
Regardless of edit permissions, all team members can always add notes and log activities against any shared contact. This ensures that even view-only users can still contribute interaction history.
Important: Deleting Shared Contacts
When a team member deletes a contact, it is removed for the entire organization - not just for that individual user. Deleted contacts go to the organization trash and can be restored within 30 days by any team member or administrator. On Ultra plans, you can restrict deletion rights to administrators only through role-based permissions.
Using the AI Assistant with Shared Contacts
AI Searches Org-Wide
The AI assistant automatically searches across all organization contacts. Ask "find contacts at Acme Corp" and the AI returns results from every team member's records. This means your AI-powered workflows benefit from the full breadth of your organization's data.
Here are some examples of org-wide AI queries:
- "Show me all contacts in the healthcare industry" - searches across contacts created by any teammate
- "Who talked to someone at Zenith Industries recently?" - scans the activity timeline across all team members
- "Find contacts without a follow-up scheduled" - identifies gaps across the entire organization pipeline
- "Summarize our relationship with Acme Corp" - aggregates notes, emails, and calls from every team member who has interacted with Acme contacts
Privacy Controls and Personal Data
Private Notes
While contacts and their timelines are shared by default, SalesSheet.ai provides a private notes feature for sensitive information. When adding a note to a contact, click the lock icon to mark it as private. Private notes are visible only to the user who created them and to organization administrators.
Use private notes for internal assessments, sensitive deal details, or personal reminders that do not need to be visible to the entire team. Private notes appear with a lock icon in your own timeline view and are completely hidden from other team members' views.
Common Use Cases
Organization contact sharing supports several key sales workflows:
- Territory handoffs: When a sales rep leaves or territories are reassigned, the new owner has full visibility into every contact and interaction from day one
- Account-based selling: Multiple team members working the same account can see each other's touchpoints and coordinate outreach
- Manager oversight: Sales managers can review any team member's contacts, activity levels, and follow-up cadence without requesting reports
- Onboarding new reps: New hires immediately see the organization's full contact database and historical interactions, reducing ramp-up time
Pro Tip
Use the Owner column in the contacts grid to filter contacts by team member. Combined with saved views, you can create workflows like "Maria's Contacts" or "New This Week." You can also create a saved view called "Unowned" that filters for contacts where the owner has left the organization, helping you reassign orphaned records quickly.
Troubleshooting
I cannot see contacts that my teammate added. What is wrong?
First, confirm that both of you are members of the same organization. Go to Settings and check your Organization section - both users should show the same organization name. If your teammate signed up with a separate account and was not invited through the Team settings page, they may have created their own solo organization. In that case, an administrator needs to re-invite them to the correct organization.
Can I hide certain contacts from specific team members?
On Pro plans, all contacts are visible to all team members with no exceptions. On Ultra plans, administrators can configure role-based permissions that restrict visibility, but the finest granularity is at the role level (not per-contact). If you need to keep a contact completely private, consider using the private notes feature for sensitive details while keeping the contact record itself visible.
What happens to shared contacts if a team member leaves the organization?
All contacts created by a departing team member remain in the organization. Their name will still appear as the Owner on those records. An administrator can bulk-reassign ownership using the contacts grid: filter by the former employee's name in the Owner column, select all, and use the bulk action menu to change the owner.