Who sees which records: your own, shared and the manager
In CRM a salesperson sees their own records, the ones shared with them and the ones nobody owns; a manager sees everything. How sharing works, why a share is view only and what a private contact is.
In CRM every contact, company, lead, deal and invoice has an owner. Who sees a record, and who can change it, follows from that.
Who sees what
| Who | Sees | Changes |
|---|---|---|
| A manager — the workspace's owners and admins, and members with CRM access Admin | every record in the workspace | every record |
| Everyone else | the records they own, the records with no owner, and the records shared with them | the records they own and the records with no owner |
A record shared with you is view only. You open it, read it and add your own activities and reminders to it, but you do not edit, close, delete or share it on.
Who is a manager is set in Monfri, not in CRM: Service access.
The rule holds everywhere
The same rule applies to the lists, the record pages, the search, the dashboard, the reports, the exports, the calendar, the Knowledge answers and the API when it acts for a person. An API key and Automation work for the whole workspace. A report shows a salesperson the numbers of what they can see; the same report shows a manager the whole workspace.
What belongs to a record follows the record: you see the activities, notes and files of the records you can see.
Records with no owner
A record with no owner is not secret: everyone sees it and everyone can change it. A contact, company, lead or deal you create gets you as its owner, unless you pick someone else in Owner.
To give a record an owner, set Owner on its edit page, or select contacts in the list and use Assign Owner.
Share a record
- Open the contact, company, lead, deal or invoice.
- Click Share. On a phone it is under ⋯.
- Type the e-mail of a colleague from this workspace and click Grant Access.
The colleague now sees this one record — not your whole list. People with access shows who has it; Revoke takes it back.
Only someone who can change the record shares it — its owner, a manager, or anyone when the record has no owner. To let a colleague change a record, make them its owner instead.
View only
A record shared with you says at the top Shared with you to view. Only its owner or a manager can change it. It shows no Edit, Delete or Share. On the deals board its card has no handle and does not move.
You can still:
- add your own activities and reminders to it — a call you made, a meeting you plan;
- make a copy of a shared invoice with Duplicate;
- download its PDF.
Private contacts
A contact marked Private Contact is seen only by its owner and the managers. Sharing does not open it to anyone else. Tick or untick it on the contact's edit page, or select contacts in the list and use Privacy → Mark as Private or Mark as Public.
If something doesn't work
No workspace member with this email. Invite them in Monfri first.
The person is not a member of this workspace. Invite them in Monfri, give them CRM access, then share: Invitations.
This record was shared with you to view. Only its owner or a manager can change it.
You tried to change a record you only see because it was shared with you. Ask its owner to change it, or a manager to make you its owner.
You do not have permission to update some of the selected contacts.
A bulk action refuses the whole selection when one of the contacts is only shared with you. Leave those contacts out and try again.
A colleague's record is missing from my list
You see a colleague's record only when it is shared with you or has no owner. Ask them to share it, or a manager to change its owner.