Access Controls

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Where to Find It

• Click your name in the lower-left corner of Reevo.
• Select Settings.
• Navigate to Users, roles and teams.

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Overview

Access Controls let organization admins decide who can view and edit CRM records. Three things combine to produce a user’s access:

• Record ownership: who owns a record.
• Teams: which group of users someone belongs to.
• Roles: the permission template assigned to a user.

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Before You Configure Access

Set these up first, or role scoping will not behave the way you expect:

1. Confirm record ownership is correct. Every scope other than Organization depends on the owner field. Use Reassign ownership to correct owners in bulk.
2. Create your teams and assign users. Team scope has no effect until users belong to a team. See Users, roles and teams.
3. Decide per record type. View and Edit are configured separately for each record type, not once for the whole role.

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Permission Scopes

Every View and Edit permission is granted at one of four scopes. Scopes are additive: a user gets access if any scope they hold applies to the record. Owner access is a floor, not a setting. Record owners always have View and Edit access to their own records. There is no configuration that removes a user’s access to a record they own. Participant access is also always on today. Accounts, contacts, and opportunities each have a Participants field listing users. Anyone in that field can view the record even when Team and Organization scopes are both switched off for that record type. Participants get View only on these record types, not Edit. The Participants field is managed manually. Someone has to add a user to it on the record, or set it when the record is created. It is not populated automatically from meeting attendance or email activity, and it cannot be set through CSV import. Meetings are the exception: their participants come from the calendar invite.

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System Roles

Reevo ships with system roles that cannot be edited. To get a different combination of permissions, create a custom role.

• Organization Admin: View and Edit all records across the organization. Can manage teams, roles, and user assignments.
• Team Admin: View all organization records. Edit records owned by their team members, plus their own.
• Standard User: View all organization records. Edit only records they own. This is the default for new users.

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Custom Roles

Only Org Admins can manage roles.

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Creating a Custom Role

1. Navigate to Settings > Users, roles and teams > Roles.
2. Click Create Role and enter a name and optional description.
3. In the Organization section, check View or Edit for each record type that should be visible or editable org-wide.
4. In the Team section, do the same for records owned by the user’s teammates.
5. Review the Role summary panel, which describes the resulting access in plain language.
6. Save the role.

Two rules apply automatically as you configure:

• Granting Organization access also grants Team access, so the Team checkbox locks on.
• Granting Edit also grants View, so the View checkbox locks on. Edit always builds on View.

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Assigning a Role to a User

1. Navigate to Settings > Users, roles and teams > Users and select a user.
2. Assign or change the user’s role.

Each user holds exactly one role at a time.

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Deleting a Custom Role

1. Unassign or move all users off the role first.
2. Navigate to Settings > Users, roles and teams > Roles.
3. Delete the role.

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Managing Teams

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Creating a Team

1. Navigate to Settings > Users, roles and teams > Teams.
2. Click Create Team.
3. Enter a name and save.

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Adding a User to a Team

1. Navigate to Settings > Users, roles and teams > Users.
2. Select a user and assign them to a team.

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Transferring a User Between Teams

1. Navigate to Settings > Users, roles and teams > Users and select the user.
2. Change their team assignment.
3. Choose how to handle the records they own:
   • Stay with user: records follow the user to the new team.
   • Stay with team: records remain with the original team and ownership transfers to a selected user, defaulting to the team admin.

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Deleting a Team

1. Remove or transfer all users assigned to the team.
2. Navigate to Settings > Users, roles and teams > Teams.
3. Delete the team.

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Permission Reference

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Supported Record Types

Access Controls apply to Accounts, Contacts, Opportunities, Meetings, and Tasks.

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System Role Matrix

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Private Meetings and Tasks

Meetings and Tasks carry an extra visibility flag:

• Public: visible according to the viewer’s role.
• Private: visible only to the owner and participants, regardless of role. Roles cannot override this.

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What Access Controls Do Not Cover

• Lists: contact and account lists are visible to everyone in the organization. There is no per-list visibility setting. The records shown inside a list still respect each viewer’s permissions, so two users can open the same list and see different numbers of rows.
• Saved views: views have their own Private and Organization Shared setting, which is separate from roles. See List views and filters.
• Deleting records: roles configure View and Edit only.

What roles do control: record visibility and editing in CRM list views, record pages, search results, and exports. A user’s export contains only the records their role allows, and bulk exports require admin access.

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Troubleshooting / FAQs