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Team Management

Teams in Intellicon CRM are cross-functional groupings of users who work together, regardless of their department. A user can belong to multiple teams, making teams ideal for project-based collaboration, territory management, and shared record access.

Team Management Overview​

Navigate to Admin > Teams to view and manage all teams.

Screenshot: Teams management page

The teams list displays each team's name, description, department affiliation, member count, and creation date.

Creating a Team​

  1. Click Add Team.
  2. Fill in the form:
    • Name (required) — e.g., "Enterprise Sales", "APAC Support", "Product Launch Q2"
    • Description (optional) — the team's purpose and scope
    • Department (optional) — link the team to a department for organizational context
  3. Click Create Team.

Screenshot: Create team form

Adding and Removing Team Members​

  1. Open a team by clicking its name.
  2. In the Members section, click Add Member.
  3. Search for and select users to add.
  4. Assign a Team Role to each member:
    • Lead — the team's primary point of contact; can manage team settings
    • Member — a regular participant
  5. Click Save.

To remove a member, click the Remove icon next to their name and confirm.

Screenshot: Team members with role assignments

info

Users can be members of multiple teams simultaneously. Their combined team memberships affect record visibility when team-based scoping is enabled.

Team to Department Relationship​

Teams can optionally be linked to a department. This is purely organizational — it helps admins understand which department "owns" the team. The department link does not restrict team membership to users in that department.

tip

Use department-linked teams for departmental sub-groups (e.g., "Sales Team A" under Sales). Use unlinked teams for truly cross-functional groups (e.g., "Product Launch" with members from Sales, Marketing, and Engineering).

Multiple Team Memberships​

Unlike departments (where a user belongs to exactly one), users can belong to any number of teams. This is by design:

  • A sales rep might be on "Enterprise Team" and "APAC Territory"
  • A manager might be on "Leadership Team" and "Revenue Ops"
  • A support agent might be on "Tier 1 Support" and "VIP Accounts"

Impact on Record Access​

Teams are central to team-based record access scoping. When a role's record access for a module is set to Team scope:

  • The user can see their own records plus records owned by any member of any team they belong to.
  • This is the most common scoping model for sales teams.

See Record Access for detailed scoping rules.

ExampleWhat They See
Rep A is on Team X. Rep B is also on Team X.Rep A sees Rep B's records (and vice versa).
Rep A is on Team X and Team Y.Rep A sees records from all members of both teams.
Manager is on Team X with Lead role.Manager sees all Team X member records.

Territory Assignment​

Teams can serve as territory containers. By assigning geographic or segment-based teams:

  1. Create teams like "West Coast", "East Coast", "EMEA", "Enterprise", "SMB".
  2. Add the relevant reps to each team.
  3. Set record access to "Team" scope for the sales modules.
  4. Use Lead Routing rules to auto-assign new leads to users based on territory.
tip

Territory-based teams combined with lead routing rules create a powerful automatic distribution system. New leads flow to the right team automatically based on source, geography, or other criteria.

Best Practices​

  1. Name teams descriptively — "Enterprise Sales - West" is better than "Team 1".
  2. Assign a Team Lead — every team should have at least one Lead for accountability.
  3. Review memberships quarterly — remove users who have moved on and add new hires.
  4. Use teams for access, not hierarchy — departments handle hierarchy; teams handle collaboration.
  5. Limit team count — too many teams creates administrative overhead. Aim for teams that reflect real working groups.

Next: Roles & Permissions — Define what each role can see and do.