Organization-Wide Data Sharing

Contacts

All contacts with an organization_id are visible to every team member. When any team member creates a contact - whether through AI chat, manual entry, or CSV import - the contact is automatically tagged with the organization identifier and appears in every colleague's contacts grid.

The contacts grid includes an Owner column that shows who created each record. You can filter and sort by the Owner column to focus on specific team members' contacts, or create saved views like "My Contacts" (filtered to your own user) and "All Contacts" (no owner filter).

Contact sharing includes all data associated with the record: name, email, phone, company, job title, custom field values, tags, and enrichment data. When one team member updates a field value, the change is visible to everyone immediately.

Activities

Calls, meetings, emails, and notes from any team member appear on the shared contact timeline. Every interaction is attributed to the team member who performed it, showing their name and avatar next to each timeline entry.

The shared activity timeline gives your team complete context before any interaction with a prospect or customer. Specific activity types that are shared include:

• Calls: Logged calls with duration, outcome, and any notes recorded during or after the call
• Emails: Synced email threads from Gmail integration, including sent and received messages
• Meetings: Scheduled meetings with date, time, attendees, and post-meeting notes
• Notes: Text notes added to the contact by any team member (except those marked private)
• Tasks: Follow-up tasks assigned to the contact, with due dates and completion status
• Deal updates: Changes to linked opportunities, such as stage movements or value updates

The only exception is private notes. When a team member marks a note as private using the lock icon, that note is visible only to the author and organization administrators. Everything else appears on the shared timeline.

Pipeline and Deals

All opportunities in your sales pipeline are shared across the organization. Every team member can view the Kanban board and see deals at every stage, regardless of who created them. The deal cards show the owner, value, expected close date, and current stage.

This shared pipeline view is essential for sales managers who need to understand the full picture of their team's pipeline without requesting individual reports. Managers can filter the Kanban board by owner to review a specific rep's deals, or view the unfiltered board for a complete pipeline overview.

Real-Time Sync

Changes appear instantly for everyone via org-scoped Supabase subscriptions. When a teammate updates a deal stage, you see it in real-time without refreshing the page. This real-time sync applies to every type of shared data - contacts, activities, pipeline changes, and more.

The technical implementation uses WebSocket connections scoped to your organization_id. Each user maintains a persistent connection that receives push updates whenever any data in the organization changes. This means:

• A contact added by a colleague appears in your grid within one second
• A note logged by a teammate shows up on the contact timeline instantly
• A deal moved to a new pipeline stage updates the Kanban board for everyone simultaneously
• Custom field values edited by one user are reflected everywhere immediately

If your internet connection is temporarily interrupted, the system automatically reconnects and syncs any changes that occurred during the disconnection. You do not need to manually refresh the page.

AI Tools

The AI assistant searches across all org data. Ask "find contacts at Acme Corp" and it returns results from every team member's records. The AI does not distinguish between data you created and data created by colleagues - it treats the entire organization's dataset as a single knowledge base.

This org-wide AI capability powers several workflows:

• Cross-team search: "Who on our team has talked to someone at Zenith Industries?" scans all activity timelines
• Relationship summaries: "Summarize our history with Acme Corp" aggregates notes, emails, and calls from every team member
• Pipeline analysis: "How many deals are in the proposal stage?" counts across all team members' opportunities
• Data quality checks: "Find contacts without an email address" searches the full organization database

Role-Based Permissions (Ultra Plan)

On the Ultra plan, administrators can enable role-based permissions to add a layer of access control on top of the open sharing model. With role-based permissions, you can define roles such as:

• Admin: Full access to all data, settings, billing, and team management
• Manager: Full access to all data, ability to reassign contact ownership, but no access to billing
• Rep: Full access to all data, can create and edit contacts and deals
• View Only: Can see all organization data but cannot create, edit, or delete records

Role-based permissions do not change what data is visible. All team members still see all organization data. Permissions control who can create, edit, and delete records. To configure roles, go to Settings, then Team, then click on a team member's name to assign their role.

Audit Trail

Organization administrators on Ultra plans can access an audit log that tracks who changed what and when. The audit trail records contact creation and deletion, field value changes, deal stage movements, team member additions and removals, and settings changes. Access the audit trail from Settings, then Security, then Audit Log.

The audit trail is read-only and cannot be modified or deleted. It retains records for 12 months on Ultra plans. This is useful for compliance requirements, resolving disputes about data changes, and understanding team activity patterns.