Last updated Aug 28th, 2024
The team access settings page allows you to manage roles and permissions and allow access for your team, including the full list of users and their permission types.
Roles allow Common Room teammates with Owner permissions to organize teammates within your organization by their function (for example, Account Executives, Managers, or Developer Advocates), and create segment templates that apply to all Contacts of that role.
Common Room provides several default roles, but you can create new roles for any position in your organization. To create a new role, open Settings → Team access, then click Create a new role. Afterward, you can add segment templates and teammates to the role.
Default Roles |
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Account Executives |
Community Managers |
Marketers |
Developer Advocates |
Business Development Representatives |
You can create Contact and organization segment templates to add to a role. For either option, you'll be able to configure the basic info, configure settings, and edit columns of the template.
Creating a segment template for a role would enable you to set pre-defined criteria for adding Contacts to a segment. For example, you could automatically add new warm leads to a segment that is available to any teammate with the Sales role.
Fill out the basic information related to your segment template, including the name and description. Additionally, options include:
When a role segment template is created, we automatically add a prefix of the teammates first and last name to help with organizing and finding the segments later on.
The segment template settings allow you to set criteria for automatically adding or removing Contacts from the segment. Additionally, you're required to select a custom field to use to auto-match your teammates to the segment. For example, if you've integrated Salesforce with Common Room, you can use the Salesforce Account Owner Name to auto-match account owners to your segment.
Additionally, you can set up custom statuses to auto-update within your segment.
Configure the table sorting and default table columns for your segment.
Segments that are created by a template cannot be edited to change the auto-add/remove rules, the name of the segment, the description, or archive status. All other aspects of the segment are editable but may be overwritten by the segment template when it is updated.
Re-organize the order that your team's segments appear in their Segments view by following the steps below:
Note: If you change the order of ANY team segments, ALL team segments will jump to the top of the home page for everyone that is a part of that role.
To add teammates to a role, click the Add Teammate button in the teammates table.
Owner: Has full permissions, including changing role types for users, making any edit changes in Common Room, and adding new team members. Owners receive 'Request access.'
Editor: Has edit permissions that enable them to make any edit change in Common Room. They can set up team alerts, write team notes, create custom reports, add to activity timelines, and merge Contacts. They can add teammates as Editors or Viewers.
Viewer: Has view-only access to Common Room and can share views (reports, segments, etc) as well as write team notes.
Restricted Editors and Restricted Viewers will have the same permissions as normal Editors and Viewers, but will not be able to view other Contact email addresses in the platform. This is not enabled by default. If you would like this enabled for your organization, please reach out to support@commonroom.io
If you have Owner permissions, you can to edit other teammates in Common Room. To edit a teammate, click Edit next to their name. This will open their teammate page where you can make changes as needed.
To adjust the permissions of a teammate, click Permissions menu at the top-right of the screen.
When editing a teammates profile, you'll see a list of segments. Segments on home is a list of segments that a teammate has added to their Common Room home page. My segments is a list of segments that a teammate has created.
For both lists of segments you can make several types of edits on behalf of the teammate you're viewing:
Re-organize the order that your teammate's segments appear in their Home and My Segments views by following the steps below:
Yes. First, open settings and go to the general page. Click the option at the bottom of the page to allow invites to users with emails outside of your organization. These external teammates will need a GSuite, GitHub, or Microsoft account associated with their email address in order to join your room.
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