You can either read through this article step by step, or scroll to the bottom of the page to watch the full recorded video walkthrough. Click here to go straight to the video.
This video focuses on how admins manage a team day to day - especially around sharing content, assigning contacts, using filter views, and managing tasks and opportunities.
This is Part 2 of the multi-user admin walkthrough. Part 1 covered the foundational admin setup (adding users, adding seats, and creating teams). Click here to watch 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.
Share templates with your team (shared vs copied)
Timestamp: 2:14
Admins can give users access to templates in two fundamentally different ways: sharing or copying. Choosing the right approach depends on whether you want centralized control or user-level customization.
Sharing templates with a team
Timestamp: 2:18
Sharing keeps templates centrally managed by the admin.
When a template is shared:
It appears for users under Shared with Me
The admin remains the owner
Any edits made by the admin automatically apply to all users
Users cannot edit the shared version directly, though they can make a copy of the template into their own templates to edit.
Steps:
Go to Communication
Click Templates
Locate the template folder
Edit the folder
Open Sharing
Select the team
Save
Users access shared templates from Communication → Templates → Shared with Me.
If a user cannot find a template, they should confirm they are not looking under My Templates.
Copying templates into a user’s account
Timestamp: 3:47
Copying creates a one-time duplicate that belongs entirely to the user.
When a template is copied:
The user becomes the owner
It appears under My Templates
There is no link back to the admin’s original
Future admin changes do not apply
Steps:
Select the template in the Templates table
Click Selected
Choose Copy to Users
Select the user
Confirm
Users can also copy shared templates themselves if they want to customize them.
Assign contact ownership across your team
Timestamp: 6:36
Contact ownership determines who is responsible for follow-up and visibility. Admins can assign or change ownership at multiple points.
Assign contacts during import
Timestamp: 7:12
If ownership is known before importing:
Steps:
Go to Contacts
Click Import Contact Lists
Select a user under Import on behalf of
Upload and complete the import
All imported contacts will be owned by that user.
Change contact ownership in bulk
Timestamp: 7:37
Bulk reassignment is useful when redistributing leads or rebalancing workloads.
Steps:
Go to Contacts
Select contacts using the checkboxes
Click the Selected dropdown
Choose Change Owner
Select the new owner
Optional - remove contacts from your lists
Confirm
For large lists:
Use the top checkbox to select the page
Use the blue bar to Select all items available
Change ownership from an individual contact
Timestamp: 9:09
Steps:
Open the contact record
Click Edit in the Details section
Update the Owner
Optional - remove from contact lists
Save
Use filter views for team-wide visibility
Timestamp: 9:41
Filter views are the primary way admins view and manage data across multiple users.
Key rule:
Use All Contacts, not My Contacts, when working across the account and want to see all contacts, irrespective of who they belong to.
View contacts owned by a specific user
Timestamp: 10:39
Steps:
Go to Contacts
Switch to All Contacts
Create or edit a filter view
Apply filters across All Users’ Contacts
Add filter Owner is [user]
Save
You can either:
Create individual filters per rep, or
Maintain one reusable filter and change the owner as needed
If filters are not applied across All Users’ Contacts, results will be incomplete.
Share filter views with the entire account
Timestamp: 12:50
Shared filter views give everyone access to the same lists.
Steps:
Edit the filter view
Apply it across all users
Enable Make filter view available to all users
Save
Common uses include shared views like Customers, Active Accounts, or Follow-Ups Due.
Manage tasks across your team
Timestamp: 14:25
Tasks follow the same visibility model as contacts and opportunities.
View and evaluate team-wide tasks
Timestamp: 15:02
Steps:
Go to CRM → Tasks
Use a view like All Open Tasks
Add Owner as a column
This helps managers quickly identify overdue tasks or stalled follow-up.
Assign and reassign tasks
Timestamp: 16:33
Steps:
Create a task
Set the Owner to another user
Save
Results:
The assigned user receives an email notification
The assigner can opt to receive an email when the task is completed
Tasks can be reassigned if priorities change
Manage opportunities and pipeline across the team
Timestamp: 18:14
Admins can oversee the full sales pipeline without switching accounts.
View opportunities across all users
Timestamp: 19:00
Steps:
Go to Opportunities
Switch from My Opportunities to All Opportunities
Use filter views to narrow by owner or stage
This provides a full team-level pipeline view.
Reassign opportunity ownership
Timestamp: 19:35
Admins can reassign opportunities directly from the table.
Steps:
Hover over the opportunity row
Double click the Owner field
Select a new owner
Save
This is commonly used when a rep is unavailable and a deal needs immediate attention.
Edit opportunity details inline
Timestamp: 20:31
From the Opportunities table, admins can edit:
Amount
Estimated close date
Summary
Press Enter to save changes.
Use Quick View to review deals without opening records
Timestamp: 21:10
Quick View allows managers to review context without interrupting reps.
From Quick View, you can:
Review recent activity
See associated contacts
Send emails or texts
Open contact quick views
This is useful for pipeline reviews and escalations.
Watch The Video Walkthrough
Transcript
Transcript
0:01
hello everybody my name is Drew and
0:06
we're going to be doing part two of this
0:10
walkth through of the admin settings for
0:14
an admin that is in a multi-seat account
0:18
so if you're managing a team in
0:20
vibecloud whether it's from a marketing
0:22
standpoint or a CRM standpoint you're
0:25
going to find some useful stuff here now
0:29
part one this video we went through more
0:32
of the settings creating new users
0:35
adding those users to teams uh things
0:38
along those lines a little bit more of
0:40
the foundational setup of just kind of
0:43
prepping your account for this for
0:46
managing a team now we're going to talk
0:49
a bit more about how to say upload
0:52
contacts how to uh share templates how
0:57
to assign your contacts creating filter
1:00
views so that you can see what who owns
1:05
what um and also how you can share those
1:08
filter views with your team assigning
1:10
tasks managing your team's tasks and
1:14
also how to manage your teams
1:17
pipeline so we're going to be going
1:19
through all of that here um also just
1:23
note that this is going to cover filter
1:25
views are going to come up a lot here
1:28
and so if you you don't even know where
1:31
to start with them or if you get lost in
1:33
this please refer to our filter view
1:37
help center
1:39
content because we're going to be
1:41
assuming that you know just like the
1:42
fundamentals here and it's going to be
1:45
more of like guiding you beyond those
1:46
fundamentals for how to do specific
1:48
things with your filter
1:50
views so let's get started with this let
1:53
me share my screen
2:01
now I'm going to have these
2:03
two tabs open so I can kind of go back
2:07
and forth and just show you a little bit
2:08
from the manager standpoint versus from
2:11
the user
2:14
standpoint so first of all let's start
2:17
with sharing
2:19
templates um now there's a lot of
2:21
different kinds of templates in the
2:23
system from email templates to series
2:26
templates uh and text templates also
2:30
content this all basically works the
2:33
same regardless of what kind of stuff
2:35
you're working with so we're just going
2:36
to work with email templates because
2:39
they are so commonly used so we're going
2:40
to communication Tab and then to
2:44
templates right
2:46
here now let's say
2:49
I want to
2:52
share these templates right here with a
2:56
team of
2:57
users I could actually do that from here
3:00
just with this editing this
3:04
folder and then I'm going to click on
3:07
sharing and I'm going to just share it
3:09
with the marketing
3:12
team I hit
3:14
save now I can see shared with marketing
3:17
team right here in the email templates
3:21
table and heading over here to the user
3:25
view go to
3:27
communication templates in the shared
3:30
with me tab this is important users will
3:32
get tripped up on this occasionally they
3:34
need to check my templates versus shared
3:37
with me so anything that's shared will
3:40
be seen and shared with me and here we
3:42
go this user can now see these email
3:45
templates right
3:47
here I'm also able
3:51
to just copy a template over to a
3:55
user so let's see I the user 2 here so
4:00
let's check the box next to this email
4:02
template go up to where it says one
4:05
selected and we can see right here copy
4:10
selected so oops sorry not that right
4:13
there I'm going to copy to
4:15
users then copy to users select users
4:19
let's I'm going to choose this Drew Ross
4:23
2 hit
4:26
okay and I'm going to go back to my
4:28
templates
4:30
and we can see this copy here in my
4:33
templates so you've probably picked up
4:36
on here like wait a second I got some
4:38
stuff and shared with me some stuff in
4:39
my templates why is this well there are
4:42
two separate Concepts in the system of
4:44
sharing content versus copying it when I
4:49
share the content as the admin with my
4:52
subuser it's still basically my content
4:55
I have control over it I can make
4:57
changes to it and those changes will be
4:58
reflected immediately to those users now
5:01
the limitation is that that the users
5:03
can't make their own changes to it while
5:06
it's in that shared with me
5:09
State um
5:11
but they are able to go in and let's see
5:16
right here at the Top Copy email
5:17
template into personal templat so they
5:19
can make their own copy still retaining
5:22
their original shared
5:24
copy but in but in this personal one
5:27
they can make whatever changes they need
5:29
to it so again we can see right here now
5:31
under my templates this other template
5:34
that I just made a copy of into my
5:37
account is now mine and I can do
5:40
whatever I like with
5:42
it but as an admin if you copy to users
5:48
one of your templates you're basically
5:50
skipping that process it's not it's not
5:52
going to be shared with them it's just
5:53
going to be Zapped right over into their
5:55
account um and there's not going to be
5:57
any link there so to recap if it's if
6:01
you use that shared with me way of
6:05
sharing it's going to be linked and you
6:07
can make changes to your original
6:10
template and those changes will be
6:13
viewable and anytime you make a change
6:15
it'll be visible for your for your users
6:18
in there shared with me but if you copy
6:21
it there's no link it's a onetime action
6:23
it'll be plopped in their account and um
6:28
and but they can make changes to it but
6:29
any changes you make won't be
6:32
linked excellent so let's move along so
6:36
we're going to go into assigning
6:40
contacts so first of all we're going to
6:43
go over to contacts in that left
6:48
sidebar now there are a few ways that
6:51
you
6:52
can manage who owns what contacts so
6:57
first of all when you're importing Maybe
6:59
you're importing a list and you know
7:02
that all of these contacts are going to
7:04
belong to a particular person on your
7:07
team you can make that a onef swoop kind
7:12
of a process by going to
7:15
import contact lists and you'll see
7:18
right here this drop down where you can
7:21
import on behalf of somebody on your
7:24
team so you could select that other
7:27
person and
7:30
upload it and it will go to that
7:34
user you're
7:37
also over here in in
7:40
contacts let's just jump over to my
7:42
contacts right here you
7:46
can select using these little check
7:48
boxes right here whoever you
7:51
need and where it says however many
7:54
selected in this drop down right here
7:57
you can change owner
7:59
choose who you want it to go to and as
8:02
you can see in this little check box
8:03
here you can remove these people from
8:05
your contact lists if you so choose that
8:08
is
8:09
optional so that's how you can do it in
8:12
Mass note here too that often when
8:15
you're doing this you're going to be
8:16
doing it to like a lot of contacts and
8:20
so you can select all by hitting this
8:21
little check box up here at the top that
8:25
will select everybody on the
8:27
page and then this Blue Bar will pop up
8:31
above the table giving you the option to
8:34
select all items
8:36
available you can also see in this
8:39
dropdown it'll say how many are selected
8:42
right here and just above that drop down
8:44
you'll see that the total number of
8:45
entries are in whatever table is you're
8:48
looking at so you can kind of conf you
8:50
can confirm there we see that 10 are
8:52
selected but we really need 42 I'll hit
8:55
click here to select all
8:56
42 and now we can see here all 4 42 are
9:00
selected change owner and we can move
9:03
this along to whoever we
9:06
need you're also able to when you when
9:09
we go into a contact
9:12
record you'll see the owner here under
9:15
the details
9:17
table and you can hit this edit
9:21
button to open this modal to edit your
9:25
contact and right here under
9:28
owner you can choose somebody else and
9:31
again like before you can have it
9:33
removed from your contact
9:35
lists upon transfer if you so
9:41
choose now let's move to filter
9:45
views so we're going to go back to our
9:50
contacts now something that admins of a
9:54
multi-seat account often need to do is
9:58
look
10:00
at contacts that belong to various
10:03
different
10:05
users and filter views are an extremely
10:07
useful way of doing this so anytime
10:10
you're looking at a data table in your
10:12
account you'll see a drop down in the
10:14
upper left corner that's going to be
10:16
telling you what you're looking at so in
10:17
this case I'm looking at my contacts so
10:21
these are going to be obviously all the
10:23
contacts that belong to me I click on
10:26
this I can choose all contacts so it's
10:28
going to be everybody across my entire
10:32
account regardless of
10:35
user but you might need to just pull up
10:39
everybody that belongs to a particular
10:41
user so that that's where a filter view
10:43
is going to come in I've got one that
10:45
was already made here so we can click on
10:48
this owner is second user which is one
10:52
of the users in my account here and you
10:55
can also see just under that filter view
10:57
what the filters are that are appli here
10:59
you can see owner is Drew Ross to the
11:03
second user so this has pulled up
11:06
everybody that matches that particular
11:11
criteria now something that some users
11:14
find useful when doing something like
11:16
this is like you could make a filter
11:18
view for each of your various users in
11:20
your
11:22
account but what you could also do is
11:25
just make a filter view that you just
11:27
edit on an ongoing basis for whoever you
11:29
want to pull up so I'm going to do that
11:31
right here for I can hit edit
11:33
filter and I could just say uh you
11:36
know call it just maybe a
11:44
specific we're getting really creative
11:46
here specific rep filter let's just go
11:48
with that U now one thing that's
11:50
important here by the way is you'll need
11:53
to apply the filters
11:56
across all users contacts
12:00
otherwise you could say my contacts and
12:03
that would that's not going to be any
12:04
good for looking at other the contacts
12:06
that belong to other users but that is
12:08
the default setting here so you're going
12:10
to always need to change it to all users
12:12
contacts when you're doing
12:14
this and then under the filters here
12:18
owner
12:20
is and we choose the owner here so I
12:23
could just switch this over to Drew Ross
12:25
3 hit save and now we can see all the
12:28
users that belong or all the contacts
12:30
that belong to that other user and just
12:33
to demonstrate it more quickly you
12:35
really can move back and forth through
12:36
these pretty quickly so boom choose a
12:39
different user if I want to toggle back
12:41
and forth and we can just do it like
12:47
that now another thing that you might
12:50
find yourself needing to do is creating
12:53
a filter view that is visible to
12:57
everybody on your team
13:00
uh for instance it might be everybody
13:03
needs to see like uh they need to be
13:04
able to pull up who all the the
13:06
customers are so we are going to jump
13:09
over here to a
13:11
customers filter view now in this demo
13:14
account
13:15
we've created a custom field for contact
13:19
type is
13:21
customer and so that's what this is
13:23
filtering for so we got
13:25
contact is customer now let's take a
13:28
look at this uh filter
13:30
view so we got this applied across all
13:35
users and we've used this here make
13:38
filter view available to all
13:41
users so what that means that this
13:43
filter view is now displaying in all
13:46
user
13:47
accounts so we're going to jump over to
13:50
the uh member user account in this
13:56
window and we're going to click over to
13:58
contacts
14:00
and here we go this filter view is now
14:02
visible in my account right here now um
14:07
this
14:08
particular user here doesn't have any
14:11
contacts that match the criteria but as
14:14
you can see the filter view is uh is
14:17
visible to
14:22
them all
14:25
right now um let's take a look at
14:30
tasks we're going to jump over to the
14:33
CRM portion of the system through that
14:36
left
14:38
navigation and there's going to be a lot
14:40
of
14:43
similar Concepts here this is again
14:46
going to be very filter
14:48
view
14:50
driven anything that says my like my
14:53
open tasks my completed tasks these are
14:56
going to apply to you today's tasks also
14:59
by default applies to you but when we
15:02
look over here at like at all open tasks
15:05
for instance we are able to
15:08
see all the tasks that across the team
15:11
that are
15:14
open and let's take a look here at this
15:18
team
15:19
tasks click into the edit
15:22
filter this is going to just display
15:25
everything that this is basically
15:27
today's tasks except ccept it's um
15:31
applying across the entire team so
15:33
something like this is going to be very
15:35
useful for getting a sense of what tasks
15:40
are currently due across your team so we
15:45
can see the due date right here and here
15:48
let's add under
15:53
columns under owner
15:57
task so we can see the different owners
16:00
right here of these various
16:03
tasks and based on today today's uh is
16:08
February 11th I can see right here that
16:10
we've got a task that is quite a deal
16:15
quite a bit overdue so this would be
16:17
this would prompt me to reach out to
16:20
that rep and see if there's a reason why
16:24
that rep is holding off on calling uh
16:27
geralt here
16:30
as an
16:33
example another thing that is quite
16:35
useful is assigning tasks so when you're
16:38
creating a
16:44
task we can give it a different
16:50
owner and what that means is that this
16:53
task will be assigned to the to this
16:56
subuser within my account they'll also
16:59
receive an email saying hey you know
17:02
this P this other person on your team
17:03
has assigned you a task so you don't
17:06
even have to worry about pinging them
17:08
letting them know they they'll receive
17:09
an email notification and of course
17:11
they'll see it in their
17:13
CRM but as you can see the system here
17:16
picked up on the fact that this selected
17:17
owner is not me I want to receive an
17:20
email when this task is completed so
17:23
this is extremely useful in saving
17:26
people from having to notify them of
17:27
stuff that they might not they really
17:29
shouldn't have to notify each other
17:31
about so when this subuser completes
17:34
this task I'll get an email telling me
17:36
that hey this that really important task
17:38
that you went out of your way to assign
17:39
to somebody uh it's been
17:45
completed and of course also like let's
17:48
say here you know this uh particular
17:50
person is slacking on completing this
17:53
task maybe they're on vacation or
17:55
something I'm also able to
17:59
reassign this to somebody else if if I
18:01
need to um from from right here so I
18:05
could reassign that and um let somebody
18:09
else take care of
18:14
it lastly we are going to go through
18:19
opportunities now there's not a great
18:23
deal here that's unique from some of
18:25
these other systems that we've looked at
18:27
like um like your contacts and your
18:30
tasks again this is very uh filter view
18:34
driven but there are a couple of things
18:36
that are worth looking at
18:38
here like again we got my opportunities
18:41
versus all
18:42
opportunities and it's quite useful as
18:45
an admin to be able to just like get
18:47
that that big company or just like
18:49
team-wide overview of what's all
18:52
happening across these um
18:55
different uh across the different team
18:57
members
19:00
and again of course you can create a
19:02
like a like a rep specific filter filter
19:06
so that in this case we're looking at
19:09
all the opportunities that match a
19:11
particular rep we look at the filter
19:13
view we'll see that you set this up just
19:16
like You' set up the other
19:17
ones where you apply the filter across
19:20
all users and you can set a filter for
19:23
owner is whichever team member you so
19:27
choose
19:29
now another thing too that uh that that
19:32
sales managers find really useful here
19:35
is the fact that you can reassign these
19:40
opportunities directly from this
19:43
page so for instance again like let's
19:46
say somebody's on vacation and we really
19:49
need to get this deal across the Finish
19:52
Line what you can do so you see how I'm
19:55
hovering over this row here in the in
19:58
this opportunity card and it kind of
20:04
like when I hover over it get those
20:05
underscored lines now if I double click
20:09
here I'm able to change the owner just
20:12
from this page so choose owner I'm gonna
20:17
reassign this to yeah maybe I'm going to
20:19
reassign to myself I close the deal here
20:22
I'd hit okay and now this is my
20:28
opportunity
20:29
and uh and I can I can close it from
20:31
here other items here or other rows that
20:36
you see in your opportunities can be
20:40
edited like this like the
20:42
amount I
20:45
can change the amount there I can change
20:47
the estimated close date I can add a new
20:53
summary and you can take care of all of
20:56
this right there hitting the enter
20:58
button will often be what submits those
21:01
changes that you've made to that
21:02
opportunity from that
21:06
page now another thing too that I think
21:10
is really useful is as a sales manager
21:14
you might not have um all of the latest
21:18
information on on a given deal and it
21:21
might not be you know you might want to
21:23
just get up to speed on something
21:26
without having to bug one of your sales
21:30
reps and so from this opportunities page
21:34
you see this blue button in the upper
21:36
right corner when you click on that you
21:38
can quick view your opportunity
21:42
here and from here we can just get a
21:44
nice little quick view of what's going
21:46
on with this opportunity I can choose
21:49
the I can click here for for the latest
21:52
activity I'll see the calls that were
21:54
logged the emails that were sent from
21:57
here I can take a look at the contacts
22:00
same sort of deal we got the quick view
22:02
can edit it email text all from this
22:06
page here can hit a quick view just to
22:09
zoom in on just that one particular
22:11
contact in the opportunity so you can
22:14
get a lot done just from the
22:17
opportunities page here obviously the
22:19
tasks list is going to be a main a main
22:23
spot for for information for you uh here
22:25
as well
22:30
and all right so I'm going to stop the
22:33
sharing here and um yeah so I hope that
22:37
this has been helpful just giving you
22:39
some really helpful pointers into how to
22:43
get started in this account when you're
22:45
managing multiple people um you just to
22:49
recap we talked about how to share
22:52
templates how to share content assigning
22:55
contacts with to people how to use
22:57
filter View use for things like tasks
23:01
contacts opportunities all that stuff so
23:05
I definitely encourage you to experiment
23:08
with this stuff get familiar with it and
23:11
of course if you have nuanced questions
23:14
about your particular workflows and all
23:16
that stuff definitely reach out to us
23:18
we're here to help uh and and we would
23:21
love the opportunity to do so so I hope
23:24
this has been helpful thank you so
23:27
much e