This article will cover the following topics:

Enter the Admin Module — from the Pipeliner CRM Application, click on the App Switcher in the top left corner ⤵

NOTE: Only Administrators will see the Administration menu. Please read the following article: Understanding terminology for the Admin User.

How to Setup Units (Sales Units)

Units, or Sales Units, represent your company's internal structure and they allow you to differentiate your Opportunities, Accounts, Contacts, and Leads in order to display them and report on them.  Each type of entity belongs in a single sales unit.

EXAMPLE: Setting up sales units to differentiate by Geographic Territory.

In the "Admin Module’s › Units, Users & Roles" Menu, select the "Unit" tab ⤵

The default Sales Unit is labelled Company.  This is the highest level of all possible sales units. Click on the "Company Unit".

Here you can:

  • Create Sales Units under the Main Parent Sales Unit (Company Unit).

  • Add Managers to a Sales Unit (who could potentially see all the records owned by all the individual members of their sales unit - if setup that way in their User Role)

  • Add Members to a Sales Unit (who could potentially see only records that are in their sales unit if they are setup that way in their User Role).

Create a New Sales Unit

From the Company sales unit (highest level sales unit) click the "Create New" button ⤵

Complete the fields. Click "Create" ⤵

Create all the sales units you wish. Once you have the first level created, you can select one at a time to create a further sub unit under it ⤵

Once all your sales units are created, click on any one of them allows you to modify them ⤵

Add Managers or Members to a Sales Unit

Click on any "Sales Unit" to modify:

  • The Sales Unit Name.

  • The Parent Sales Unit.

  • Add Managers to this Sales Unit.

  • Add Members to this Sales Unit.

Click the "Invite" button, enter the email address to add a manager or member ⤵

After typing in their email address, if they are already a Pipeliner user, click the "Add" button ⤵

Next select if this person’s user role has changed. Then click "Invite" ⤵

NOTE: Now your Pipeliner Users will have the ability to select from only the sales units they are a manager or a member of when working with their Opportunities, Accounts, Contacts and Leads forms (see the section on Adding and Modifying Users) ⤵

Creating, or Modifying, a User Role

The security of what users will be able to do and see in Pipeliner is based on the User Role. Many people can have the same User Role. Anyone with that User Role will be impacted by any modifications you make to the User Role.

Create a New User Role

Select the "Role" tab. Click the "Create New" button. Type in what you want the name of the User Role to be.

Selecting Visibility and Update Options for different Entities

Select the "Entities" tab. This is sectioned into each type of Entity starting with the Accounts entity.  To the right of the entity, name is either a red “X” which indicates that people with that user role will not have access to see that entity at all, or a green check mark, which indicates that people with that user role will be able to see those types of entities. For each entity, move the green bar “Hierarchical Units Access level”  to decide which sales units you would like people with this User Role to be able to see.  Under the Hierarchical Units, Access Level is the Access Rights drop-down. Here, select what you want people with that User Role to be able to do with the entity they can see ⤵

Having the "Allowed to own private records" checked means that no one except for the person who created the record will ever be able to see that record even if the owner left their employment with your company. Having the "Allowed to delete records" checked means that anyone based on the User Role would be able to delete records that they are the Owner of.

Scroll down to make selections recording the Contact, Leads, Opportunities, Tasks, Appointments, Projects and Messages (Emails).

In addition, for Opportunities, select which Pipelines people with this User Role should have access to.

Message (Email) Sharing Options

Messages (Emails) has different options available. You can decide on the default Sharing Options for all Emails sent from or received by Users based on this User Role.

Choose from:

User will decide - the user has the option to share or hide the content of their own emails on an email-by-email basis or the user can select their default preference for emails when setting up their email integration

Private only - the content of all emails sent to and received by users based on this role will be hidden. Users cannot change the sharing settings of emails.

Public only - the content of all emails sent to and received by users based on this role will be shared to all users who have rights to see the Contact or Account the emails are linked to. Users cannot change the sharing settings of emails.

You also need to decide if the User Role should grant the ability to delete other users' emails by selecting "Allowed deleting not owned emails" ⤵

NOTE: existing emails already saved in Pipeliner before the 4.8 release in June 2022 will not be affected by any changes to Email Message sharing options. Users will be able to update the sharing of each individual existing email manually however.

Choosing the Main Menu Options

In the Features Tab, select which menu choices should be available for people with this user Role ⤵

In the Administration Tab, select the "Items" if the new user Role has Administrative functions.

Modify the User Role, by clicking on the name of the user Role, select "Edit Role" ⤵

Adding a New User

Pipeliner will generate an email Invitation which is sent automatically to a New User. From the Unit, Users & Roles menu, select the "Users" tab ⤵

Click the "Invite" button, fill in the fields, and the New user will receive an email with a link to Pipeliner.

NOTE: Make sure to use the email that the user will utilize for their email integration with Pipeliner, and for all their interaction with Pipeliner (how they log in, or for a password reset if they should forget their password) ⤵

Modifying a User (and their User Role or Sales Unit)

From the User’s Tab, click on the "user" to be modified.

Here you can make your selections:

  • Managers — if they are selected to be a Manager of a sales unit, they will be able to see and/or modify records that are in that sales unit and any child units based on how their user role was set up. Manager rights are required in order for users to be able to change the Ownership of records.  You can select more than one sales unit here.

  • Members — if they are selected to be a Member of a sales unit, they could be able to see only the records that are in that sales unit based on how their user role was set up.  You can select more than one sales unit here.

NOTE: If the user has any records that they previously were able to view, and you modify their sales unit to something that does not have their original sales unit as a child unit, then they will no longer be able to see those records previous records unless their User role allows for that.


When working with custom integrations to Pipeliner, you can assign specific permissions to each application that you are integrating to as well as use different usernames and passwords to maintain isolated security per Application. In order to do so, please select the “Applications” tab from within Units, Users, and Roles ⤵

Applications can also be selected as the Triggering User for Automatizer processes and the Application name is displayed against updates in the Change Log or Feed tab so users can easily see which application created/updated the record ⤵

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