Salesperson Visibility & Claiming a Contact

Contact Visibility Options for Salespersons

The Salesperson Role has unique visibility management capabilities for Contacts. Team members in this role can “claim” a Contact—either on their own or through an admin—which restricts that Contact’s visibility to only that salesperson. This feature works well for sales teams operating on commission who need separation from one another.

Note that claiming differs from assigning a Coordinator. A single Salesperson can claim a Contact, but a different team member may serve as its Coordinator. Admins, Project Managers, Office Managers, and Super Admins can all assign Claims on behalf of Salespersons.

Shared Mode vs. Exclusive Mode

Two visibility modes are available for Companies, configurable under CRM > Settings.

Shared Mode

In Shared Mode, when a Primary Contact represents multiple Companies, each organization can have a different claiming Salesperson. Those Salespersons automatically see the Primary Contact they share.

• Each Company has one primary Salesperson who can share visibility with other team members
• Salespersons may claim unclaimed Companies and release their own assignments
• Individual Contacts not tied to a Company can be claimed, with visibility shared as needed

Exclusive Mode

In Exclusive Mode, only one Salesperson gains visibility of an entire Network (the Primary Contact plus all related Companies).

• Claiming or assigning a Company or Primary Contact grants that Salesperson exclusive access to the whole Network
• If another Salesperson holds visibility in the same Network and Exclusive rules trigger, they lose access to all related records
• Salespersons may claim unclaimed Companies and release their own assignments
• Individual Contacts not linked to a Company can be claimed, with visibility shared as needed

How Salespersons Claim a Contact

Important: Behavior depends on whether you’re using Shared or Exclusive Mode (see above).

By default, all new Contacts and Companies are visible to every Salesperson. To restrict access, a Contact or Company can be claimed or assigned. This hides the record from other Salespersons—though Admins and Office Managers retain full visibility.

Manually Claim a New Contact

1. Go to CRM > Contacts and select +Add Contact

2. In the “Basic Info” section, locate Assigned to Salesperson

3. Select a Salesperson from the dropdown

If you designate a Salesperson as the Contact’s Coordinator, they automatically become the claiming user, and the “Claimed by” field will lock.

Tip: When a Salesperson creates a Contact themselves, this option stays hidden; the system auto-claims it to the creator.

Learn more about adding a Contact

Manually Claim an Existing Contact

1. Go to CRM > Contacts and open the Contact

2. In the CRM Dashboard, click the icon in the top-right corner

3. Select a Salesperson from the Claimed by dropdown

Once claimed, the icon shows that Salesperson’s avatar or initials.

Optional: Click Shared with to grant visibility to other Salespersons. Shared users can view the Contact but cannot adjust visibility settings.

Tip: Salespersons can self-claim by selecting “Assign to me” instead of choosing from the dropdown.

Automatically Claim a Contact via Kickoff Form

1. Go to Forms and select +Create Form

2. Choose Kickoff Form when prompted
3. In the form setup, find Assign to Salesperson and pick a team member from the dropdown

Any Contact added through this form will automatically be claimed by that Salesperson.

Tip: When a Salesperson creates the Kickoff Form, the assignment option is unavailable; Contacts added will auto-claim to the creator.

Learn more about Kickoff Forms

How to Unclaim a Contact from a Salesperson

1. Go to CRM > Contacts and select the Contact

2. Look for the icon showing claim status (claimed only, or claimed and shared)
3. Click the icon to view Claimed by details

4. Click the remove icon to clear the Salesperson(s) from Claimed by and Shared with, or select a different Salesperson

The Contact now displays to all Salespersons.

Claiming a Company

Salespersons may claim Companies using the same methods available for Contacts.

Learn more about CRM Settings

Manually Claim a New Company

1. Go to CRM > Companies and select +Add Company

2. In the Assign Coordinator and/or Salesperson section, locate Assigned to Salesperson

3. Pick a Salesperson from the dropdown

If you set a Salesperson as the Company’s Coordinator, they auto-claim it, and “Claimed by” becomes unavailable.

Tip: When a Salesperson creates a Company themselves, this field remains hidden; the system auto-claims it to the creator.

Learn more about adding a Company

Manually Claim an Existing Company

1. Go to CRM > Companies and open the Company

2. In the CRM Dashboard, click the icon in the top-right corner

3. Select a Salesperson from the Claimed by dropdown

The icon updates to show that Salesperson’s avatar or initials.

Optional: Click Shared with to share visibility—this option only appears in Shared Mode. In Exclusive Mode, only one Salesperson can claim the Company. Shared users view the Company but cannot adjust visibility.

Tip: Salespersons can self-claim by selecting “Assign to me” instead of choosing from the dropdown.