Team Setup & Team Visibility
Working with a team in Simple Mobile CRM allows you to share notes on emails, @mention colleagues, and maintain a single set of contacts and deals that everyone on the team can see (controlled by permissions).
Team features are a paid feature — the team owner pays, and team members inherit access automatically.
This page covers how to set the team up, what each member can see, and how shared notes flow.
Quick concepts
- Team owner: The account that pays for the team and invites members. The owner's plan covers everyone.
- Team member: Anyone who has been invited and accepted. Members don't need their own paid plan; they get team-level access automatically.
- Team note: A note explicitly marked as visible to your team, attached to an email.
- Personal note: A note only the writer sees. (This is the default).
💡 One paid plan covers your whole team. Members do not buy subscriptions separately. As long as they are invited and signed in with the team-linked Google account, they are covered.
Step 1 — The owner sets up the team
- Sign in as the team owner on the CRM Website.
- Open Settings → Team (or the equivalent on the Mobile App).
- If you don't have a team yet, the page will offer to create one. Confirm your selection.
Step 2 — Invite a teammate
- From the Team page, click Invite member and enter the teammate's email address.
- They will receive an invitation email with a link.
- They must open the link, sign in with the same Google account that received the invite, and accept.
Once they accept, they will appear in your team list.
⚠️ The teammate has to sign in with the exact same Google account the invitation was sent to. If they sign in with a different one, the link won't link them to the team.
Step 3 — Set per-member visibility
For each team member, you can control what they can see and do inside the team workspace. Toggle these on the team-member detail page:
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Turning a permission off later doesn't delete anything the member has already created — it just hides the data from them going forward.
Step 4 — Write your first team note
Open any email (in the SGN extension, Mobile App, or Gmail add-on), write a note, and mark it as a Team Note. Your teammates with View Notes permissions will see that note next to the exact same email in their own inbox.
@mentioning a teammate
In the body of a team note, type @ and pick a teammate's name. They will receive a push notification on their phone that deep-links them straight to the email and the note.
What "shared" actually means
A team note isn't a copy — it is the same note rendered for everyone. If your teammate edits it, you see the edit immediately. There is only one source of truth.
The notes flow through the CRM (the hub). Whatever surface you're writing from, the note ends up in the CRM and is then visible to everyone who has access.
Troubleshooting
My teammate accepted the invite but I don't see them on my team.
- Confirm they signed in with the same email address the invite was sent to.
- Have them sign out and back in once to force a sync.
A teammate can't see my team notes. Check their View Notes permission on the team member detail page. If it is turned off, they won't see team notes.
Two teammates received the same email but the team note only appears for one of them. This is usually an edge case involving automated emails. Please see our guide on Fuzzy Matching Logic for details.
My team owner ended their subscription — what happens to us? Members lose team access until the owner's subscription is active again. The team's data is preserved safely in the meantime.
Quick answers
Do team members need to pay separately? No. The team owner's paid plan covers everyone they invite.
How many members can I have? This depends on your plan. Basic, professional, and platinum tiers each have a different team-member cap.
Can a team member also be on a different team? Currently, a member is tied to one specific team at a time.
