This article explains how to navigate VipeCloud as a member-level user - meaning you are not the admin of your account. It covers how shared content works, where to find templates and contacts your admin has shared with you, and how to make sure your personal details are set up correctly.
How to See Which Teams You Are On
Teams control what content is shared with you and what you can share with others. To check which teams you belong to:
Click the gear icon in the bottom-left corner of the sidebar to open Settings.
Click Your Teams.
You will see a list of the teams you are on, along with the date each was last updated.
How to Find and Use Shared Templates
Templates shared with you by your admin are separate from your own templates. The key distinction is the My Templates vs. Shared with Me toggle.
Go to Communication.
Click Templates.
Click Shared with Me to see templates your admin has shared with you.
Shared templates may be organized into folders. Click into a folder to see the templates inside.
What "Shared with Me" Means
When a template is shared with you, the admin remains the owner. This means:
Any edits the admin makes to the template are reflected immediately in your Shared with Me view.
You can use shared templates to send emails or texts without copying them.
You cannot edit a shared template directly.
If you need to modify a shared template, copy it into your own templates first (see below).
How to Filter Shared Templates by Team
On the Shared with Me page, you can filter by team using the All Teams dropdown. This lets you view only templates shared through a specific team you belong to.
How to Copy a Shared Template into Your Own Templates
Copying a shared template gives you your own editable version. This does not affect the original - the admin's version remains intact and continues to be shared with the team.
Open the shared template.
Click Copy Email Template into Personal Templates at the top of the template.
The copy will appear under My Templates.
You can now edit this copy freely. If the admin later updates the original shared version, your copy will not be affected - but you can make a new copy if needed.
Templates Your Admin Copied Directly into Your Account
Your admin may also push templates directly into your account without going through the sharing process. These will appear in My Templates and will have "copy" in the template name. You own these and can edit them freely.
How to Share Templates with Your Team
If your admin has enabled sharing for your team, you can share your own templates with other team members.
Go to Communication > Templates.
Check the box next to the template you want to share.
Click Selected.
Choose Share with Teams.
Select the team.
Click OK.
The template will display a "Shared with [Team Name]" indicator in the table.
To remove sharing, open the template, click Edit Folders & Sharing, and deselect the team.
How to Find Shared Content (Images, PDFs, and Other Files)
Shared content such as logos, images, and PDFs works the same way as shared templates.
Go to Library in the left sidebar, or navigate to Communication > Content.
Use the My Content / Shared with Me toggle to switch between your files and files shared by your admin.
Shared images are also accessible when inserting images into email templates. In the image insertion popup, switch to Shared with Me to see and insert images shared by your admin.
How to Make Sure Your Merge Tags Display Correctly
Your admin may use merge tags in shared templates to personalize emails automatically with your name, title, LinkedIn, and other details. If these fields are empty in your account, the merge tag will send as blank.
To fill in your profile fields:
Click the gear icon to open Settings.
Click Basic Information.
Fill in your details - name, title, phone, LinkedIn, company website, and any other fields used in your team's templates.
Save.
Also confirm your time zone is set correctly on this page. Anything scheduled in VipeCloud fires based on the time zone in your profile.
How to Update Your Email Signature
Go to Communication > Email Settings.
Update your signature at the top of the page.
Click Update Signature.
How to Test That Merge Tags and Signature Are Working
When drafting or previewing any email template, click Send Test to Self. You will receive a test email with your merge tags and signature merged in so you can confirm everything looks correct before it goes to contacts.
How to View Your Contacts and Admin-Shared Filter Views
Any table labeled My [Item] - whether contacts, accounts, or opportunities - shows only records that belong to you. Your admin may have pre-loaded contacts into your account, or you can import your own.
Your admin may also share filter views with you. These appear in the dropdown at the top-left of any contact or CRM table, alongside My Contacts.
Shared filter views may show only your contacts filtered by certain criteria (for example, contact type is Customer).
Shared filter views may also show contacts belonging to other members of your team, depending on how your admin configured them.
Video Walkthrough
Use the timestamps below to jump to specific sections:
1:35 - How to see which teams you are on
2:23 - How to find shared templates
3:42 - What "Shared with Me" means and how to use shared templates
4:27 - How to copy a shared template into your own templates
6:17 - How to share your own templates with a team
8:31 - How to find shared content (images, PDFs, files)
10:32 - How merge tags work and why your profile fields matter
12:04 - How to update your Basic Information settings
13:16 - How to update your email signature
13:42 - How to send a test email to verify merge tags
14:22 - How to view your contacts and shared filter views