How to manage user permissions on Pipedrive

intermediate 8 min read Updated 2026-03-18

Quick Answer

Managing user permissions in Pipedrive involves accessing Company Settings, selecting user permission sets, and assigning appropriate access levels for different features. You can create custom permission sets or use default roles to control what team members can view and modify.

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Prerequisites

Admin access to your Pipedrive account
Understanding of your team structure and roles
Knowledge of permission levels needed for different users
Access to Company Settings

Step-by-Step Instructions

Access Company Settings

Click on your profile avatar in the top-right corner of Pipedrive, then select Company settings from the dropdown menu. Navigate to the Users and permissions section in the left sidebar.

Only users with admin privileges can access and modify permission settings.

View Current Permission Sets

Click on Permission sets to see all available permission templates. Pipedrive provides default sets like Admin, Manager, Regular user, and Limited user. Review each set to understand the access levels included.

Start with default permission sets before creating custom ones to save time.

Create Custom Permission Set

Click Add permission set to create a new custom role. Enter a descriptive name like "Sales Team Lead" or "Marketing Viewer". Configure permissions for sections including Deals, Contacts, Organizations, Activities, Products, and Reports.

Use clear, role-based names for permission sets to make future management easier.

Configure Visibility Settings

For each data category, set visibility options:

Own - User sees only their own data
Team - User sees team data
Everyone - User sees all company data

Also configure Add, Edit, and Delete permissions for each category.

Start with restrictive permissions and gradually add access as needed for better security.

Set Advanced Permissions

Configure advanced settings including Export data, Bulk edit, Import data, and Access to insights. Set permissions for Goals, Forecasting, and Company settings based on user roles.

Limit bulk operations and data export permissions to trusted team members only.

Assign Permission Sets to Users

Go to Manage users and locate the user you want to modify. Click the Edit button (pencil icon) next to their name. In the Permission set dropdown, select the appropriate permission level and click Save.

Document permission assignments to maintain consistency across similar roles.

Test and Verify Permissions

Have users log in to verify their access levels work as intended. Check that they can access required features and are restricted from unauthorized areas. Review Activity log in Company settings to monitor permission-related activities.

Regularly audit user permissions, especially after role changes or team restructuring.

Common Issues & Troubleshooting

User can't see expected deals or contacts

Check the visibility settings in their permission set. Ensure they're set to appropriate level (Own/Team/Everyone) and verify the user is assigned to correct teams.

Permission set changes not taking effect

Users may need to log out and log back in for permission changes to apply. Clear browser cache if issues persist.

Can't create or modify permission sets

Verify you have Admin access to Company settings. Only account admins can create and modify permission sets.

User accidentally deleted with wrong permissions

Immediately change their permission set to Limited user to restrict access, then review and restore appropriate permissions. Check Activity log for any unauthorized changes.

Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official Pipedrive website before purchasing.

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