Team Management

Last updated: January 2026

Overview

Team management in Ralivi lets you invite colleagues, assign roles, and control what each team member can access. Build your team and collaborate effectively on deals, contacts, and customer communications.

Team Features

  • Invite unlimited team members
  • Assign roles with different permission levels
  • Share contacts, deals, and communications
  • Control visibility of emails and calendars
  • Track team activity and collaboration

User Roles

Ralivi has three user roles, each with different permissions:

Owner

The person who created the organization. Has full control over all settings and data.

Can:

  • Invite and remove team members
  • Change member roles (including promoting to owner)
  • Modify organization settings
  • Customize pipeline stages
  • Manage billing and subscriptions
  • Access all data and integrations
  • Delete the organization

Admin

Trusted team members who help manage the organization.

Can:

  • Invite team members
  • Modify organization settings
  • Customize pipeline stages
  • Access all data and integrations
  • Manage phone numbers and SMS

Cannot:

  • Remove the owner
  • Change the owner's role
  • Manage billing
  • Delete the organization

Member

Standard team members who use the CRM for daily work.

Can:

  • Create and manage contacts
  • Create and manage deals
  • Send and receive emails
  • Schedule meetings
  • View shared data
  • Use all core CRM features

Cannot:

  • Invite team members
  • Modify organization settings
  • Change pipeline stages
  • Manage phone numbers

Inviting Team Members

1

Go to Organization Settings

Navigate to Settings → Organization. Scroll down to the "Team Members" section.

2

Click "Invite Member"

Click the "Invite Member" button in the top right of the Team Members section.

3

Enter Email and Select Role

In the invitation modal:

  • Enter the person's email address
  • Select their role (Member or Admin)
  • Click "Send Invite"
4

Share the Invitation Link

An invitation email will be sent automatically. You can also copy the invitation link from the "Pending Invitations" section and share it directly.

5

They Accept and Join

The invited person clicks the link, creates their account (or signs in), and joins your organization.

💡 Invitation Tips

  • Invitations expire after 7 days
  • You can resend invitations if they expire
  • Invited users must create a Ralivi account to join
  • You can invite multiple people at once by sending separate invitations

Managing Team Members

Changing Roles

Owners can change any member's role:

  1. Find the member in the Team Members list
  2. Click the role dropdown next to their name
  3. Select the new role (Member, Admin, or Owner)
  4. Confirm the change

⚠️ Promoting someone to Owner gives them full control, including the ability to remove you. Choose carefully!

Removing Team Members

Owners can remove team members:

  1. Find the member in the Team Members list
  2. Click the "Remove" button next to their name
  3. Confirm the removal

Removed members lose access immediately. Their data (contacts, deals, etc.) remains in the organization.

Viewing Team Activity

See what your team is working on:

  • Activity feeds show who created or updated records
  • Deal timelines show which team member took each action
  • Email threads show who sent each message
  • Calendar shows team members' scheduled meetings

Data Visibility

By default, all team members can see all data in the organization. You can control visibility for specific integrations:

Email Visibility

Control who can see emails from each connected account:

  • Go to Settings → Email Integration
  • Click "Visibility" on any connected account
  • Choose "All members" or select specific team members

Useful for keeping personal emails private or restricting sensitive communications.

Calendar Visibility

Control who can see calendar events:

  • Go to Settings → Calendar Integration
  • Click "Visibility" on any connected calendar
  • Choose "All members" or select specific team members

Useful for keeping personal appointments private while sharing work-related meetings.

Shared Data

These are always visible to all team members:

  • Contacts and companies
  • Deals and pipeline
  • Tasks and activities
  • Notes and comments

Best Practices

Start with Member Role

Invite new team members as Members first. Promote them to Admin once they're familiar with the system.

Have Multiple Admins

Promote trusted team members to Admin so they can help manage settings and invite new members.

Use Email Visibility for Privacy

If team members connect personal email accounts, set visibility to "specific members" to keep personal emails private.

Regularly Review Team Members

Periodically review your team list and remove members who have left the company or no longer need access.

Common Questions

How many team members can I invite?

You can invite unlimited team members on all plans. Pricing is based on the number of active users.

Can I have multiple owners?

Yes, you can promote multiple people to Owner. All owners have equal permissions and can manage the organization.

What happens to data when I remove a team member?

All data they created (contacts, deals, notes) remains in the organization. Other team members can continue working with that data.

Can members see each other's emails?

By default, yes - all team members can see all connected email accounts. Use the visibility settings to restrict access to specific accounts if needed.

Next Steps

Learn how to customize your pipeline stages to match your sales process.

Learn About Pipeline Customization →
← Back to Help Center