Creating teams
Navigate to team settings
Go to Settings > My Staff > Teams. This is where you manage all team configurations.
Create a new team
Click Create Team. Enter a team name (e.g., “Sales”, “Support”, “Marketing”) and an optional description.
Add members
Select users from your staff list to add to the team. A single user can belong to multiple teams.
Assign a team leader
Designate one or more users as team leaders. Team leaders can manage team membership and view team-level reports.
You must have admin-level permissions to create or modify teams. Standard users can view their team membership but cannot make changes.
Team hierarchy
Teams can be structured hierarchically to reflect your organization:- Top-level teams — represent departments (Sales, Marketing, Operations)
- Sub-teams — represent divisions within a department (Sales East, Sales West)
- Individual users — assigned to one or more teams at any level
Team-based record ownership
Every contact, opportunity, and conversation in HoopAI can be assigned to a specific user or team. Team ownership controls who can view and edit records.- Contact ownership
- Opportunity ownership
- Conversation routing
Contacts can be assigned to a user or a team. When assigned to a team, all team members can view and work with the contact. Use the Assigned To field in the contact record or assign contacts in bulk.
Asset partitioning by team
Control which assets each team can access to prevent clutter and protect sensitive content.Email templates
Restrict email templates to specific teams. The sales team sees only sales templates while the support team sees only support templates.
Workflows
Assign workflows to teams so only relevant automations appear in each team’s workflow list.
Smart lists
Share smart lists with specific teams or keep them private to individual users.
Funnels and pages
Restrict funnel and website access by team. Marketing manages landing pages while sales manages booking pages.
Role-based access control
Roles define what actions a user can perform. HoopAI provides default roles and lets you create custom ones.| Role | Description |
|---|---|
| Account Owner | Full access to everything. Cannot be restricted. |
| Admin | Full access to most features. Can manage users, teams, and settings. |
| Manager | Access to team records, reports, and limited settings. Cannot manage account-level settings. |
| User | Access to assigned records and core features. Cannot manage teams or settings. |
| View Only | Read-only access to assigned records. Cannot create, edit, or delete. |
Custom roles are configured through Permission Sets. See the Permission Sets page for detailed instructions on creating granular permissions.
Field-level permissions
Beyond feature-level access, you can control visibility and editability at the individual field level.Navigate to custom fields
Go to Settings > Custom Fields and select the object type (Contact, Opportunity, etc.).
Set visibility rules
Configure which roles or teams can:
- View the field on the record
- Edit the field value
- Both view and edit
Best practices for multi-team setups
Start with the simplest structure that works
Start with the simplest structure that works
Do not create teams for every possible grouping. Start with the teams you need today and add more as your organization grows. Over-segmentation creates maintenance overhead.
Use consistent naming conventions
Use consistent naming conventions
Name teams clearly and consistently (e.g., “Sales - East”, “Sales - West” rather than “East Team” and “Western Sales Group”). This makes filters and reports easier to use.
Review permissions quarterly
Review permissions quarterly
As your team grows and roles change, permissions can drift. Schedule a quarterly review to ensure each team and user has appropriate access.
Document your team structure
Document your team structure
Keep an internal reference documenting which teams exist, who leads each team, and what assets they own. This reduces confusion when onboarding new team members.
Test before rolling out
Test before rolling out
After configuring new team permissions, log in as a test user with that team’s role to verify they can access what they need and cannot access what they should not see.