Permissions and Roles for Outreach Teams
The right permission setup protects sensitive data, maintains accountability, and prevents accidental edits. This guide shows you how to configure roles for different team sizes.
Permission Principles
- Give minimum access needed for the role
- Protect financial data (deal values, revenue)
- Maintain clear ownership and accountability
- Allow managers to see everything, restrict edits
Recommended Roles
Full access to everything. Usually the business owner or head of sales.
Permissions:
Oversees the team, reviews work, but doesn't need to delete or change settings.
Permissions:
Works leads, sends proposals, closes deals. Sees their own + team records.
Permissions:
Sources and logs opportunities. Limited access—can't see deal values or close outcomes.
Permissions:
Sample Setups by Team Size
Solo + VA
VA finds and logs opportunities. You review, bid, and close.
VA restrictions:
- Can't see deal values you add after qualification
- Can't mark outcomes (only you close deals)
- Can't edit records after you've modified them
Small Team (3-5 people)
Reps work their own leads. VA sources for the team. Owner oversees all.
Key settings:
- Reps can see each other's records (for context)
- Reps can only edit their own records
- VA can create but not close or see values
- Owner sees everything, can reassign ownership
Agency Team (6+ people)
Manager runs day-to-day. Reps own their pipeline. VAs feed leads to the team.
Key settings:
- Manager can edit any record (for cleanup/QA)
- Manager can reassign ownership between reps
- Reps can only see team data, not other teams
- VAs are restricted to sourcing only
- Financial reports visible to Owner + Manager only
Protecting Sensitive Data
What to Protect
Deal Values
VAs don't need to see how much deals are worth
Client Contact Info
Limit who can see email/phone for key clients
Revenue Reports
Keep team revenue visible only to leadership
Common Permission Mistakes
Everyone is admin
No accountability—anyone can edit or delete anything. Recipe for data mess.
VAs can close deals
Creates bad incentives. Only closers should mark won/lost.
Reps can delete records
Lost leads disappear instead of being marked as outcomes. Hurts reporting.
Related Guides
Set Up Team Permissions
Right access for every role
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