Visibility groups help you control who can access specific information within your account. By organizing users into different groups, you can decide which team members see certain items, such as leads, deals or contacts.
Managing data visibility effectively in Pipedrive ensures that sensitive information is accessible only to authorized team members, thereby enhancing data security and collaboration across your organization.
Configuring your visibility groups
Note: This action is only available to users with Account Settings permission.
To begin configuring your visibility groups, go to Company Settings > Manage users > Visibility groups.
For step-by-step instructions:
Open Company Settings > Manage Users > Visibility Groups.
Select the group you wish to configure.
Adjust the visibility settings as required.
Click Save to apply the changes.
The number of visibility groups and visibility options you have depends on your subscription plan.
Essential and Advanced plans (legacy customers) / Lite and Growth plans (new customers)
If you‘re in one of these plans, you’ll have only one default group for all users. You can choose one out of two visibility options: Item owner or All users.
Professional, Power and Enterprise plans (legacy customers) / Premium and Ultimate plans (new customers)
If you‘re in one of these plans, you can create additional visibility groups and sub-groups and choose from all visibility options available. This allows for a more detailed breakdown of visibility for users in your company account.
How many visibility groups can I have?
Note: You can purchase the Team Management booster pack to add more visibility groups without upgrading your plan
Besides the default visibility group available in all plans, this is the number of custom groups each plan can have:
Old plans
Plan | Number of custom visibility groups |
Essential | – |
Advanced | – |
Professional | 3 |
Power | 15 |
Enterprise | Unlimited |
New plans
Plan | Number of custom visibility groups |
Lite | – |
Growth | – |
Premium | 15 |
Ultimate | 25 |
Pipedrive visibility settings explained
When configuring visibility group settings, the options you select will apply to items owned by the users within each group.
For instance, selecting 'Item Owner Only' ensures that an item is visible solely to its owner. Conversely, by choosing 'Item Owner’s Visibility Group,' the item becomes accessible to all users within the group.
Additionally, for activities, visibility is determined by the linked elements (e.g., deals, people, organizations). Users without access to these linked elements will also lack visibility for their related activities.
Item owner:
What it is: If you select this option, items owned by users in this group are visible only to the owner, followers and users in parent (higher-level) groups, if applicable.
When to use it: Users in this group work with confidential information that needs to remain private from most team members.
Item owner’s visibility group
What it is: If you select this option, items owned by users in this group are visible to the owner, followers, users in any parent groups and all users in the same group.
When to use it: Ideal for team collaboration. Users in this group need to share information with one another while keeping information restricted from other teams.
Item owner’s visibility group and sub-groups
What it is: If you select this option, items owned by users in this group are visible to the owner, followers, users in the same group and users in parent and sub-groups.
When to use it: Users in this group need to share information with both higher and lower-level groups, such as when junior teams require visibility into senior teams' items.
All users
What it is: If you select this option, items owned by users in this group are visible to all users in the Pipedrive account.
When to use it: Ideal for open and collaborative environments. Users in this group need to share information with everyone in the company.
Notes:
Visibility group settings apply to the items owned by users within the group, not to the users themselves. Assigning “all users” to a visibility group means all Pipedrive users can see the items owned by users in that group, not that users in the group can see all items across Pipedrive.
Deals admin users have full visibility of all deals and leads, regardless of visibility group settings.
Global admin users have full visibility of all person, organization, and product data, regardless of visibility group settings.
Followers: Deals or items are visible to assigned followers even if more restrictive visibility settings are applied. Assign followers cautiously to avoid unintentional access.