This article covers how admins share content, assign contacts, manage tasks, and oversee the pipeline in a multi-user VipeCloud account.
Part 2 of 2: This article picks up where the foundational admin setup left off. Part 1 covered adding users, adding seats, and creating teams. Click here to go to Part 1.
Note: Filter views come up a lot in this walkthrough. This article assumes you already know the basics of filter views. If you get lost, refer to the Filter Views help content first.
How to Share Templates with Your Team
Admins can give users access to templates in two ways: sharing or copying. The method determines whether you retain central control or hand ownership to the user.
This same logic applies to email templates, series templates, text templates, and other content types.
Share vs. Copy - What's the Difference?
Shared templates - The admin keeps ownership. Any edits you make are immediately reflected for all users. Users cannot edit the shared version directly, but they can copy it into their own templates if they need to customize it.
Copied templates - A one-time duplicate is placed in the user's account. The user becomes the owner and can edit it freely. There is no link back to the original - future admin changes do not apply.
How to Share a Template Folder with a Team
Go to Communication.
Click Templates.
Locate the folder you want to share.
Click the edit icon on the folder.
Open the Sharing tab.
Select the team.
Click Save.
Users will find shared templates under Communication > Templates > Shared with Me. If a user cannot find a shared template, confirm they are not looking under My Templates.
How to Copy a Template into a User's Account
Go to Communication > Templates.
Check the box next to the template you want to copy.
Click Selected.
Choose Copy to Users.
Select the user.
Click OK.
The template will appear under My Templates in the user's account. There is no ongoing link - the user owns this copy and can edit it independently.
How to Assign Contact Ownership Across Your Team
Contact ownership determines who is responsible for a contact and who can see it by default. Admins can assign or reassign ownership at import, in bulk, or on individual records.
How to Assign Contacts During Import
Use this method when you know the owner before importing.
Go to Contacts.
Click Import
Click Contact Lists.
In the Import on behalf of dropdown, select the user.
Upload and complete the import.
All imported contacts will be owned by the selected user.
How to Change Contact Ownership in Bulk
Use this method to redistribute contacts across your team after they are already in the system.
Go to Contacts.
Check the boxes next to the contacts you want to reassign.
To select all contacts in a large list: check the top checkbox to select the current page, then click Select all items available in the blue bar that appears above the table.
Click the Selected dropdown.
Choose Change Owner.
Select the new owner.
Optionally check the box to remove the contacts from your lists.
Confirm.
How to Change Ownership from an Individual Contact Record
Open the contact record.
Click Edit in the Details section.
Update the Owner field.
Optionally check the box to remove the contact from your lists.
Click Save.
How to Use Filter Views for Team-Wide Visibility
Filter views are the primary way admins view and manage data across multiple users. The key rule: always switch to All Contacts instead of My Contacts when you need to see contacts across the entire account.
How to View Contacts Owned by a Specific User
Go to Contacts.
In the upper-left dropdown, switch from My Contacts to All Contacts.
Create or edit a filter view.
Set the filter scope to All Users' Contacts.
Add the filter: Owner is [user].
Save the filter view.
You can create a separate filter view per rep, or maintain one reusable filter and swap the owner value as needed. If the filter is not scoped to All Users' Contacts, results will be incomplete.
How to Share a Filter View with All Users
Use this to give everyone on your team access to the same list - for example, a shared Customers or Active Accounts view.
Edit the filter view.
Set the scope to All Users' Contacts.
Enable Make filter view available to all users.
Save.
The filter view will now appear in all user accounts.
How to Manage Tasks Across Your Team
Task visibility follows the same model as contacts. Views labeled "My" apply only to you. Views like All Open Tasks show tasks across the full team.
How to View Team-Wide Tasks
Go to CRM > Tasks.
Select the All Open Tasks view or a similar team-wide view.
Click the column settings and add Owner as a column to see who owns each task.
This view helps managers quickly identify overdue tasks or stalled follow-up across the team.
How to Assign a Task to Another User
Create a task from anywhere in the CRM.
Set the Owner field to another user.
Save.
The assigned user receives an email notification. The assigner can opt to receive an email when the task is completed. Tasks can be reassigned later if priorities change.
How to Manage Opportunities and Pipeline Across the Team
Opportunities follow the same filter view model as contacts and tasks.
How to View All Opportunities Across the Team
Go to Opportunities.
Switch from My Opportunities to All Opportunities in the upper-left dropdown.
Use filter views to narrow by owner, stage, or other criteria.
How to Reassign an Opportunity
In the Opportunities pipeline, hover over the opportunity row.
Double-click the Owner field.
Select the new owner.
Click OK.
This is useful when a rep is unavailable and a deal needs immediate attention.
How to Edit Opportunity Details Inline
From the Opportunities pipeline, you can edit the following fields directly without opening the full record:
Amount
Estimated close date
Summary
Hover over the field, double-click to edit, and press Enter to save.
How to Use Quick View to Review a Deal
Quick View lets you review deal context without opening the full record or asking the rep for an update.
In the Opportunities pipeline, click the blue button in the upper-right corner of the row.
From Quick View, you can:
Review recent activity (calls logged, emails sent)
See associated contacts
Send emails or texts
Open a contact's Quick View from within the opportunity
Watch The Video Walkthrough
Use the timestamps below to jump to specific sections:
2:14 - Share vs. copy - understanding the difference
2:18 - How to share a template folder with a team
3:47 - How to copy a template into a user's account
6:36 - How to assign contact ownership
7:12 - How to assign contacts during import
7:37 - How to change contact ownership in bulk
9:09 - How to change ownership from an individual contact record
9:41 - How to use filter views for team-wide visibility
10:39 - How to view contacts owned by a specific user
12:50 - How to share a filter view with all users
14:25 - How to manage tasks across your team
15:02 - How to view team-wide tasks
16:33 - How to assign a task to another user
18:14 - How to manage opportunities and pipeline
19:00 - How to view all opportunities across the team
19:35 - How to reassign an opportunity
20:31 - How to edit opportunity details inline
21:10 - How to use Quick View to review a deal