Share a board or an inbox with a team

A team lets somebody work one of your Contacts boards, or answer one of your WhatsApp inboxes, without seeing anything else in your account. You choose what each person reaches, and you can take it back at any time.

Anybody with an ActivityTracker account can start a team. Someone who only joined through a team invite can’t. Whoever starts it is its Owner, and owners and admins run it. A member can open the page but not change it.

Start a team

To start one:

1. In the rail, open CRM and press Team access.
2. Type a name under Team name.
3. Press Create team.

Then add what the team shares. Pick a board of yours from Add a board, and a business of yours from Add an inbox. Only boards and businesses you own can be added. A district admin can also add those of the advisors they manage.

Invite someone

To invite a person:

1. Press Invite someone.
2. Under Their name or email, pick a colleague from your district or type an email.
3. Pick a Role: Manager, runs the team and reaches everything in it, or Adviser or sales, Assistant or ops or Finance or view only. Each of the last three ticks a starting set below, which you can change.
4. For anyone but a manager, tick each board and inbox under What they can reach, and set View, Use or Manage beside it.
5. Press Send invite.

What happens next depends on who you picked:

• A colleague picked from your district is in at once. The button reads Add to team, and nobody is emailed, so tell them yourself.
• An email invite works once, and only for that address. Link works for sets how long: 1 day, 7 days, 14 days or 30 days, with 7 days to begin with. The dialog shows the link as well, so you can send it on WhatsApp.

For a group, press By link instead of By email and then Make join link. Anybody who opens that link can join as a member until it runs out, so a manager can only be invited by email.

Invites waiting to be used sit under Invited, not in yet. Send again emails a fresh link that works for as long as the first one did, and cancels the old link. Cancel stops one working straight away.

Caution

Anybody with a join link can join and reach what you ticked. Cancel it under Invited, not in yet once the people you meant have joined.

Choose what each person can do

Each board, inbox and saved view gets a level for each member:

• On a board, View opens it, Use works the cards, and Manage changes columns and removes things.
• On an inbox, View reads the chats, Use replies and works them, and Manage changes the business.
• A saved view gives its cards and their WhatsApp chats, to read with View or to edit and reply with Use.
• An inbox’s AI agents, Workflows and Broadcasts get levels of their own, and need the inbox shared first.

Change any of them later in the Who reaches which board grid and the grids under it. Each change saves as you pick it. To check one person, press See what they see on their row under People.

What the person you invited sees

They open the link, create an account or sign in, and press Join with your team’s name. The boards you shared are on their Contacts screen, under the team’s name, and nothing else on your account is.

Remove someone or stop sharing a board

• Press the person-with-a-minus icon on somebody’s row, then Remove. They lose every board the team shared with them, straight away.
• Press Take out beside a board or an inbox to stop sharing it. Everybody loses it at once, and their levels aren’t kept for later. Nothing on the board itself changes.
• To leave a team you were invited to, press Leave on your own row. The owner can’t leave.

FAQ

Can a teammate delete my board?

No. Only you and your district admin can delete a whole board. A teammate with Manage can delete cards and change its columns.

Does somebody I invite take a seat?

No. Joining a team doesn’t put anybody in your agency, and seats are counted from agency members.

Can I share a board with somebody outside my district?

Yes. Type their email under Their name or email and send the invite.