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Scope visibility with Circles
Share customers, deals, files, and projects with specific team members, without building a second CRM.
What Circles solve
Circles are lightweight visibility groups. When a user belongs to a circle, they can see the records shared with that circle, and no others. Use them to:
Separate sales regions (EMEA, NA, APAC) without a separate tenant
Keep strategic accounts visible only to a named team
Limit contractor or junior-rep access to confidential deals
Share a customer with a partner team without exposing the rest
Estimated setup time: 10 minutes for a first circle.
Before you begin
You need admin access to create and edit circles.
Admins always see every record regardless of circle membership.
Existing records keep their default visibility until you explicitly scope them.
1
Create a circle
Define the group and invite members.
1Go to Settings → Circles.
2Click New circle and give it a name (e.g. "Sales EMEA").
3Add team members to the circle. Users can belong to several circles at once.
2
Scope a record
Pick the visibility mode per record at creation or from the edit page.
1Open a customer, deal, file, or project.
2Set Visibility to Tenant, Circle, or Owner only.
3If you pick Circle, choose which circle should see the record.
4Save. Users outside that circle no longer see the record in lists, searches, or autocomplete.
3
Verify access
Confirm the scope is working before relying on it for sensitive data.
1Sign in as a user outside the circle and confirm the record is not visible.
2Check related list views (deals on the customer, files on the deal). The filter applies everywhere.
3Admin users always see the record. This is by design for audit access.
Tips & best practices
Start with a single circle per department to avoid over-engineering on day one.
Use Owner only for personal drafts you're not ready to share with the team.
Changing visibility is free and instant, so iterate as team structure changes.
Notes on a deal inherit the deal's visibility, so no separate scope is needed.
Deleting a circle preserves records but clears the grant, so scope them again before deletion.
Need help?
If a record unexpectedly disappears for a user, check circle membership first: the most common cause is a user being added to a new circle but removed from another.
Contact supportReady to scope visibility properly?
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