> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Teams & Permissions

> Create teams, configure hierarchy, partition assets, and manage role-based access control in HoopAI.

Teams in HoopAI let you organize users into logical groups and control which records, assets, and features each group can access. Whether you run a small team or manage dozens of users across departments, team-based permissions ensure everyone sees only what they need.

## Creating teams

<Steps>
  <Step title="Navigate to team settings">
    Go to **Settings > My Staff > Teams**. This is where you manage all team configurations.
  </Step>

  <Step title="Create a new team">
    Click **Create Team**. Enter a team name (e.g., "Sales", "Support", "Marketing") and an optional description.
  </Step>

  <Step title="Add members">
    Select users from your staff list to add to the team. A single user can belong to multiple teams.
  </Step>

  <Step title="Assign a team leader">
    Designate one or more users as team leaders. Team leaders can manage team membership and view team-level reports.
  </Step>

  <Step title="Save the team">
    Click **Save**. The team is now available for record assignment, workflow filtering, and permission scoping.
  </Step>
</Steps>

<Note>
  You must have admin-level permissions to create or modify teams. Standard users can view their team membership but cannot make changes.
</Note>

## 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

Managers at higher levels in the hierarchy can view records and reports from teams below them. This enables roll-up reporting without giving every manager access to the entire account.

<Tip>
  Keep your team hierarchy simple. Two or three levels are enough for most organizations. Over-complicated hierarchies make permission management harder to maintain.
</Tip>

## 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.

<Tabs>
  <Tab title="Contact ownership">
    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.
  </Tab>

  <Tab title="Opportunity ownership">
    Opportunities follow the same ownership model. Assign deals to individual sales reps or to the entire sales team. Pipeline views can be filtered by team.
  </Tab>

  <Tab title="Conversation routing">
    Incoming conversations can be routed to teams. Configure round-robin or manual assignment within a team to distribute workload evenly.
  </Tab>
</Tabs>

## Asset partitioning by team

Control which assets each team can access to prevent clutter and protect sensitive content.

<CardGroup cols={2}>
  <Card title="Email templates" icon="envelope">
    Restrict email templates to specific teams. The sales team sees only sales templates while the support team sees only support templates.
  </Card>

  <Card title="Workflows" icon="diagram-project">
    Assign workflows to teams so only relevant automations appear in each team's workflow list.
  </Card>

  <Card title="Smart lists" icon="list-check">
    Share smart lists with specific teams or keep them private to individual users.
  </Card>

  <Card title="Funnels and pages" icon="globe">
    Restrict funnel and website access by team. Marketing manages landing pages while sales manages booking pages.
  </Card>
</CardGroup>

## 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.                        |

<Note>
  Custom roles are configured through **Permission Sets**. See the [Role-Based Access Control](/settings/teams-permissions#role-based-access-control) page for detailed instructions on creating granular permissions.
</Note>

## Field-level permissions

Beyond feature-level access, you can control visibility and editability at the individual field level.

<Steps>
  <Step title="Navigate to custom fields">
    Go to **Settings > Custom Fields** and select the object type (Contact, Opportunity, etc.).
  </Step>

  <Step title="Open field permissions">
    Click on a specific field and navigate to the **Permissions** tab.
  </Step>

  <Step title="Set visibility rules">
    Configure which roles or teams can:

    * **View** the field on the record
    * **Edit** the field value
    * **Both** view and edit
  </Step>

  <Step title="Save permissions">
    Click **Save**. The field will be hidden or read-only for users without the specified access.
  </Step>
</Steps>

<Tip>
  Use field-level permissions to protect sensitive data like revenue numbers, cost information, or personal notes. Only give edit access to the roles that actually need it.
</Tip>

## Best practices for multi-team setups

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

<Warning>
  Changing team membership or permissions takes effect immediately. If you remove a user from a team, they lose access to team-scoped records instantly. Communicate changes to affected users before making them.
</Warning>