Who can see which leads in Leadnote

Owners and Managers always see every lead. For L1 and L2 Users, what they see depends on two organisation settings: List based access rights and Team visibility. Both are under Settings, Security.

One rule applies on every screen: the lead list, kanban, dashboard, search, exports, bulk actions, pickers and reports. A person cannot reach a lead on one screen that another screen hides.

The three layers

1. Role. Owners and Managers are never restricted.

2. List based access rights. This is a switch, off by default.

3. Team visibility. This can only widen what a member sees, never narrow it. See below.

Tasks, the follow-up calendar, quotes, invoices, sales orders and report rows work differently. A member sees the ones assigned to or created by themselves. This does not depend on the list access switch. Team visibility can widen it.

Turn list based access rights on

1. Open Settings, then Security.
2. In the card Who sees which records, find List based access rights and turn the switch on. A message, List based access rights updated, confirms it.
3. Map people to lists. Open Lists, choose Actions then Edit List on a list, open the User Access tab and choose Map Users (see list user access). You can also tick lists for a person when you add or edit them, under Map Lists for List Based Access Rights.

The same switch is on Settings, Company, under Account Settings. You need the Edit right on Settings, which Owners and Managers have.

Good to know:

• The list owner always has access to their list. Owning one list gives no access to the leads of other lists.
• The Lists page always shows a member only the lists they own or are mapped to, even when the switch is off. A list is a container, not lead data.
• If a lead is assigned to you, you can see it even when you are not mapped to its list. If someone reassigns it away, you stop seeing it unless you are mapped to the list.
• A member cannot create or move a lead into a list they cannot reach.
• A lead a person cannot see answers "not found", exactly like a lead that does not exist.

Team visibility

Team visibility widens what a member sees to include teammates' records. It is on the same card, and has three options.

The records that widen are leads assigned to a teammate, their tasks and calendar entries, their quotes, invoices and orders, and their rows in Team Performance, the activity report and field visits.

Remember how this interacts with the other switch:

• With list based access rights off, members already see every lead. Team visibility then only widens tasks, the calendar, documents and report rows.
• With list based access rights on, team visibility also adds leads assigned to teammates, even outside the lists the member is mapped to.

A switched-off team grants nothing. A person in several teams gets the combined reach of all of them. The card shows a table of what a member sees on each screen for the combination you picked.

Changes apply within a few seconds. See how to set up teams in Create and manage teams.

The team filter only narrows

Screens such as the lead list, tasks, calendar, dashboard and reports have a Team filter. It is applied after the visibility rules, so it can only reduce what a person already sees. Choosing a team never reveals extra records.

Two worked examples

Fully open. Switch off, team visibility off. Every member sees every lead, but only their own tasks and documents.

Region-based. Switch on, one list per region, each salesperson mapped to their region's list, team visibility on Team leads only. Salespeople see their region's leads and their own leads. A team lead also sees leads assigned to their team. Managers and Owners see everything.

The mobile app

The mobile app applies the same rules. When one of these settings changes, the app refreshes what it holds the next time it syncs. If a lead seems to be missing from the phone, see Missing permissions or menu items.