Sharing & permissions
One page on who can see what — deals, contacts, tasks, meetings, notes, and email — and the handful of rules that produce every answer.
Everything in Aggrandize belongs to your organization, and inside the org a small set of rules decides who sees what. This page collects all of them in one place — the per-feature pages go deeper on each, but every answer to "why can (or can't) so-and-so see this?" traces back to something here.
The short version
- Owners and Admins see everything. Team scoping is a sharing tool for members, not a wall against admins.
- Contacts and companies are a shared directory — org-wide by default, unless a record is assigned to a team or marked Private.
- Deals live in pipelines, and a team-scoped pipeline is the privacy wall. Every deal on it is visible only to that team (plus Owners/Admins), no matter how the individual deal is set.
- Tasks and meetings follow their deal. Whoever can see the deal sees them; nobody else does.
- Links never widen an audience. Linking a contact to a private deal's task or meeting doesn't share it — and if you can't see a record, you also can't see its links, its role on a deal, or any other trace of it.
- Email is private by default. Only an explicit deal link shares a thread, and only with people who can access that deal.
- Assignees and creators always see their own. Being assigned a task, or having created a meeting, guarantees you can see it — even when the deal behind it is hidden from you.
- The AI assistant sees exactly what you see. Nothing more.
Roles: Owners, Admins, Members
Every member of the org has a role, managed on the Organization page. For visibility, the only distinction that matters is the first rule above: Owners and Admins always see every record in the org — every deal, task, meeting, contact, and note, on every team. Members see the org-wide pool plus whatever their teams unlock.
If something must not be visible to a particular Owner or Admin, Aggrandize is not the place to keep it — that's a deliberate design choice, so the org's data can never be stranded behind a departed employee.
Contacts and companies: the shared directory
The directory is the most open part of the CRM on purpose: the whole org shares one view of who you know. Every contact and company has a Team Access picker with three settings:
- Org-wide (the default — including contacts auto-created by email sync) — everyone in the org sees it.
- A team — only that team's members, plus Owners/Admins.
- Private — only you.
Two things the directory does not share:
- Knowing a contact never shares correspondence. Teammates see who the org knows, not what anyone wrote to them — see Email below.
- A hidden contact leaves no trace. If a contact is on a team you're not part of (or is Private, or deleted), you won't see it — and you also won't see its company associations, its role on any deal, its appearance as a meeting attendee, or any other reference to it. There is no way to infer a hidden contact's existence from the records around it.
Deals and pipelines
Deals carry the same Team Access picker, but the stronger tool is the pipeline: set Team Access on a pipeline and every deal on it inherits that scope. A member outside the team can't see those deals at all — regardless of each deal's own setting. That's the recommended way to run a restricted book of business: one team-scoped pipeline, everything on it private to the team by construction.
One consequence to plan around:
Moving a deal moves its audience. Move a deal from a team-scoped pipeline to an org-wide one and everything that follows the deal — its tasks, its meetings with their summaries and notes, its linked email threads — becomes visible to everyone who can see the deal in its new home. Treat a pipeline move on a sensitive deal as a sharing decision, because it is one.
Tasks
Tasks follow the deal, with one deliberate exception: the task's assignee and creator always see it. That's what makes cross-team delegation work — someone on a restricted pipeline can assign you a task, and it lands in your list even though the deal behind it stays hidden (its Deal column simply shows nothing). What you see is the title and description: exactly what the assigner chose to share.
A task with no deal is shared like the records it's linked to — a task on an org-wide contact is visible to everyone. If a follow-up shouldn't be org-visible, put it on a deal in a team-scoped pipeline.
Full details: Who can see a task.
Meetings
Meetings follow the deal the same way — anyone who can access a linked deal sees the meeting with all of its summaries, transcripts, and notes; the meeting's creator always sees their own. A meeting linked only to contacts or companies is shared like those records instead.
Meetings tied to a team-scoped pipeline's deal additionally carry a privacy lock, shown as a banner on the meeting page:
Shared org-wide.Everyone in the org can see this meeting — it's linked to Downtown Retail Build-out on Sales Pipeline, which isn't team-restricted.
The banner always states the meeting's effective audience and what causes it, so you never have to walk the links yourself — and the lock is deliberately sticky, so a confidential meeting can't quietly become org-visible just because its deal was later cleaned up. Full details, including how the lock is removed: Who can see a meeting and The privacy lock.
Notes, summaries, and transcripts
Content always follows its container, and is never visible more widely than the thing it's written on:
- A note on a deal is visible to whoever can see the deal; same for contacts and companies.
- A note, summary, or transcript inside a meeting belongs to that meeting and shares its audience exactly.
- Deleted containers take their content to Trash with them, and restoring brings everything back intact.
Email: private by default
Your mailbox is yours. Connecting an account never shows teammates your mail — visibility follows the deal, never the contact. The only way a thread becomes visible to others is an explicit link to a deal, and then it's visible exactly to whoever can access that deal — a thread linked to a deal on a team pipeline shares with that team, not the org. Linking a thread to a contact or company is organizational metadata only and never shares content.
Deliberate mailbox sharing — an assistant working a principal's inbox — is its own feature with its own controls: Shared mailboxes. Full email visibility details: Email tracking.
The AI assistant sees what you see
Every assistant answer is computed against your visibility — a member's "how many open deals do I have?" counts only deals that member can see, and an Owner's question gets the full picture, same as everywhere else. The assistant is never a way around a team wall.
Quick answers
| You noticed… | The rule behind it |
|---|---|
| A teammate mentioned a deal you can't find | It's on a team-scoped pipeline you're not a member of. |
| A task in your list shows no deal | You're the assignee; the deal is on a restricted pipeline. That's the delegation keyhole working as intended. |
| A meeting page says Deal-private | The privacy lock — the meeting is (or was) tied to a restricted deal. The banner names the audience. |
| A contact "disappeared" for some teammates | It was assigned to a team or marked Private — its references disappear with it. |
| A company's contact list looks shorter to a teammate | Contacts they can't see don't appear anywhere — including on company pages, deals, and meetings. |
| Someone saw a meeting you thought was private | Check its links: an org-wide deal, or contact/company links on a deal-less meeting, share it. The banner on the meeting says exactly who can see it and why. |
If a situation doesn't trace back to one of these rules, support can walk the specific case with you.