Intermediate
How to manage user permissions on Pipedrive
Quick Answer
Managing user permissions in Pipedrive involves accessing Company Settings, selecting user permission sets, and assigning appropriate access levels for different features. You can create custom permission sets or use default roles to control what team members can view and modify.
Prerequisites
- Admin access to your Pipedrive account
- Understanding of your team structure and roles
- Knowledge of permission levels needed for different users
- Access to Company Settings
1
Access Company Settings
Click on your profile avatar in the top-right corner of Pipedrive, then select Company settings from the dropdown menu. Navigate to the Users and permissions section in the left sidebar.
Tip
Only users with admin privileges can access and modify permission settings.
2
View Current Permission Sets
Click on Permission sets to see all available permission templates. Pipedrive provides default sets like Admin, Manager, Regular user, and Limited user. Review each set to understand the access levels included.
Tip
Start with default permission sets before creating custom ones to save time.
3
Create Custom Permission Set
Click Add permission set to create a new custom role. Enter a descriptive name like "Sales Team Lead" or "Marketing Viewer". Configure permissions for sections including Deals, Contacts, Organizations, Activities, Products, and Reports.
Tip
Use clear, role-based names for permission sets to make future management easier.
4
Configure Visibility Settings
For each data category, set visibility options:
- Own - User sees only their own data
- Team - User sees team data
- Everyone - User sees all company data
Tip
Start with restrictive permissions and gradually add access as needed for better security.
5
Set Advanced Permissions
Configure advanced settings including Export data, Bulk edit, Import data, and Access to insights. Set permissions for Goals, Forecasting, and Company settings based on user roles.
Tip
Limit bulk operations and data export permissions to trusted team members only.
6
Assign Permission Sets to Users
Go to Manage users and locate the user you want to modify. Click the Edit button (pencil icon) next to their name. In the Permission set dropdown, select the appropriate permission level and click Save.
Tip
Document permission assignments to maintain consistency across similar roles.
7
Test and Verify Permissions
Have users log in to verify their access levels work as intended. Check that they can access required features and are restricted from unauthorized areas. Review Activity log in Company settings to monitor permission-related activities.
Tip
Regularly audit user permissions, especially after role changes or team restructuring.
Troubleshooting
User can't see expected deals or contacts
Check the visibility settings in their permission set. Ensure they're set to appropriate level (Own/Team/Everyone) and verify the user is assigned to correct teams.
Permission set changes not taking effect
Users may need to log out and log back in for permission changes to apply. Clear browser cache if issues persist.
Can't create or modify permission sets
Verify you have Admin access to Company settings. Only account admins can create and modify permission sets.
User accidentally deleted with wrong permissions
Immediately change their permission set to Limited user to restrict access, then review and restore appropriate permissions. Check Activity log for any unauthorized changes.
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