1) What types of items can I adjust the visibility settings for using visibility groups?
You can adjust the visibility settings for leads, deals, people, organizations, and products through visibility groups. The visibility of notes and activities depends on whether you can access all linked items (such as the person, deal, and organization). For Projects, there is no visibility group setting – any user with permission to access the Projects add-on will have access to all projects.
2) Does changing the visibility of one type of item affect the visibility of others?
No, changing the visibility of one type of item (like a deal) does not affect the visibility of other linked items (such as people or organizations). The visibility settings for each item type are independent.
3) Can I change the visibility settings of items individually?
Yes, you can change the visibility settings of leads, deals, people, organizations, and products through the “Visible to” option. To do this, go to the item’s detail view and look for the four-square icon in the top-right corner. Click on it to open a drop-down menu to select a different visibility setting. This change will override the visibility group settings.
4) Can I change the visibility settings for only one user?
No, it is not possible to change users’ visibility settings individually. Visibility settings can only be adjusted through visibility groups. Some plans offer the possibility of creating a custom visibility group. If this is available in your plan, you can create a custom visibility group specifically for that user.
5) Can a Pipedrive user be in more than one visibility group at the same time?
No, each user can only belong to one visibility group. Suppose you’d like a user to access items owned by users in a different visibility group. In that case, you can adjust the owner’s visibility group settings, update the visibility of individual items or add the user as a follower to specific items you want them to access.
6) If I can access an item, does it mean I can edit it?
No, having access to an item doesn’t mean you can edit it. The ability to edit items other users own depends on your permissions, not visibility group settings. If you have Account Settings permission, you can allow or restrict users from editing items others own by going to Company Settings > Manage users > Permission sets. Next to “deals regular user,” click on “...”, select “Edit,” and then check or uncheck the option “Edit deals owned by other users.”
7) How can I prevent users from seeing other users’ deals? / How can I set users to see only the deals they own?
To prevent users from seeing other users’ deals, adjust the visibility settings for the items you want to restrict. This depends on the visibility settings of those items, not the user’s permissions.
Here’s how to manage it:
Change the owner’s visibility group settings: Set the item owner’s visibility group to “item owner.” This makes items owned by users in this group visible only to the owner, their followers and admin users.
Organize users into different visibility groups: Place users in separate visibility groups and select “item owner’s visibility group.” This way, users can only see items owned by others in the same group. Custom groups are available in specific plans.
Edit item-specific visibility: You can adjust the “Visible to” settings for individual items, giving you more control over access and overriding group settings if needed.
8) I have global permissions and am an admin, but I can’t import data into “Leads” due to permission restrictions. Why?
Global Admins should have access to all items except emails. Their permissions can’t be modified—if a user is designated as a Global Admin, they can view and edit all cross-product data (contacts, activities, reports) and access related features. If they’re also a Deal Admin, they can manage all sales data (deals, leads) and configure company-wide sales settings (e.g., lost reasons and pipelines).
Admin permissions allow visibility of all items within an app, regardless of visibility settings. If you encounter a permission error while trying to edit or modify items, try the following:
Clear your browser cache and cookies. (Refer to this article for guidance: https://support.pipedrive.com/en/article/how-do-i-clear-my-browser-s-cache-and-cookies )
Try an incognito window or a different browser to check if it’s a browser-specific issue.
Ensure the browser is updated to the latest version to avoid compatibility issues.
If the issue persists, contact our support team—we may need to clear caches on our end as well.
9) Can I create a user who can only send emails in Pipedrive without access to files and attachments?
Pipedrive does not offer a direct way to restrict file access while allowing email functionality. However, there is a workaround:
Files don’t have their own visibility settings, meaning a user can access files if they have visibility over the deal, person, or organization they’re attached to.
If you downgrade the user to a “Regular User” permission set and set item visibility to “Item Owner,” they’ll only see their assigned items. This effectively prevents them from accessing files attached to other items.
10) How can I hide deals from users so they only see their own deals?
To ensure a user only sees their deals, update the deal visibility settings:
Change all deals to “Item Owner” visibility. This means only the deal owner, app admin, followers, and parent visibility group members can view the deal.
Adjust visibility settings in bulk:
Open the deal list view and ensure the “Visible to” column is displayed.
Select multiple deals and open the bulk-editing menu.
In the dropdown, choose “Visible to”> “Edit current value,” then select “Item Owner.”
Click “Edit” in the bottom right corner to confirm.
11) Why can’t users see specific deals, contacts, or notes?
If users encounter messages like “You are not allowed to see this due to visibility settings,” their visibility is restricted to “Item Owner.” This applies to deals, contacts, or organizations; visibility settings for one item don’t automatically extend to linked items.
To resolve this, update the visibility settings:
Adjust visibility for the specific entity (deal, person, organization).
Use bulk edit to change visibility for multiple items:
Open the list view for the relevant entity.
Ensure the “Visible to” column is displayed.
Select multiple items and open the bulk-editing menu.
Change the visibility setting to “Item Owner” and save.
This process ensures only assigned users can see specific items while preventing access to others.
12) Can a regular user edit email templates?
There is no specific permission that allows users to edit email templates created by others. However, here’s how email templates work in Pipedrive:
Regular users can edit only their templates (private or shared).
If a user wants to modify a template created by someone else, they must copy the template, make changes in the email composer, and save it as a new template under their name.
Users can’t edit templates created by others, even if they can view them.
13) Why can’t a user see other owners’ organizations?
If an organization’s visibility is set to “Item Owner,” only the assigned owner can view it. Visibility settings are independent for each entity (deals, contacts, organizations, etc.), so different items may have varying access levels.
To allow broader access, adjust the organization's visibility settings as needed.
14) Can I change the permissions settings of one user only?
No, it is not possible to change users’ permissions individually. User permissions can only be adjusted through permission sets. Some plans offer the possibility of creating a custom visibility group. If this is available in your plan, you can create a custom visibility group specifically for that user.
15) I can’t find the “Manage users” option
You can access the “Manage users” page by clicking your avatar on the top right and selecting “Manage users” in the drop-down menu. If you can’t see this option, you likely don’t have Account Settings permission.
16) How can I prevent users from creating/deleting products? / How can I restrict user permissions to add or delete products?
To change permissions related to products for regular users, go to Manage users > Permission sets, find the “Global regular user” permission set, and click "...”> Edit. If you don’t want regular users to be able to add or delete products, disable the options “Add products" or “Delete products”.
17) Restrict users from exporting data
To restrict regular users from exporting data in Pipedrive, you can adjust their permissions if they’re regular users.
This can be done by navigating to Manage users > Permission sets, finding the “Global regular user” permission set and clicking “...”> Edit.
You can disable the option “Export data from list views.” This will prevent regular users from exporting data from list views. It’s important to note that this restriction can only be applied to regular users and not to admin users, as global admin users inherently have the ability to export data.
As for the “Export data” page, only users who are full admins (deals and global admin users at the same time) can access this page.
Troubleshooting guides
1) Issues accessing items in Pipedrive
If you or another Pipedrive user is unable to access a specific item (lead, deal, person, organization or product) in Pipedrive, follow these steps:
Check visibility group settings:
Check the item-specific visibility:
Request to be added as a follower:
2) A user is still unable to access an item after changing visibility settings.
When you select a different setting for a visibility group, you’ll see an option labeled “Update existing deals as well” under the entity type you’re updating (deals, leads, people, organization, products). It’s crucial to check this box if you want all existing items under the previous visibility setting to be updated to the new one. If you don’t check it, existing items will retain their old settings, and you’ll need to manually change their visibility.
If you missed this step, here’s how to fix it:
Update visibility individually:
Update visibility in bulk:
3) I’m unable to see notes and activities, or they appear as "hidden."
There are no visibility groups or visibility settings for activities and notes in Pipedrive. You can view notes and activities as long as you can access all linked items. For example, if a note or activity is connected to a deal, a person, and an organization, you must have access to each item to view them.
The visibility settings for deals, persons, and organizations are separate, even if they’re linked. Therefore, if you can’t see a note or activity in a deal, check if you can access the linked person and organization. If the issue persists, please get in touch with an admin for assistance.
If you have the necessary permissions to view notes or activities but still can’t find them in the detail view of deals or contacts, check if the “Focus” or “History” sections are collapsed, hiding the items you’re looking for.
4) Items or activities showing as "hidden."
If you see the person or organization marked as “hidden” in the detail view of a deal, you lack visibility over those items. It’s important to note that when you’re granted visibility to a deal, you’re not automatically granted visibility to all linked items, as their visibility is independent. To resolve this issue, you should check if you have access to the linked person and organization. If you can’t access those items, you need to contact a user with Account Settings permissions. For hidden activities, there are several possible causes:
Privacy settings in calendar providers: Activities set as "private" in connected calendar systems (Google Calendar or Outlook) are visible only to their owners, even administrators cannot view or edit these events.
Permissions settings: If an activity is linked to a deal, person, or organization that you don't have access to, it will appear hidden.
Private activities: Activities marked as private, especially when synced from external calendars, remain hidden from all other Pipedrive users, regardless of their permissions. To address hidden activities, follow these steps:
Review privacy settings in your connected calendar (e.g., Google Calendar or Outlook) and ensure activities are set to "public" or "default visibility."
Verify permissions in Pipedrive, ensuring that access to linked deals, contacts, or organizations is granted.
For hidden activities synced to emails or marked as private, consider changing their sharing or visibility settings.