The question

Our first sellers start on Monday. Who should see what?

Give everyone everything and the numbers stop meaning anything to anyone. Lock it down and the team rebuilds its own spreadsheets. The answer depends on two separate things that are easy to mix up: who can run the workspace, and what each person is responsible for.

Where it sits on the loop

Team structure sits behind every stage. It decides whose deals roll up into which team at Pipeline and Won, which region a closed deal counts towards, and whose leads a seller works at Working and Engaged. It’s also the capacity behind the whole loop: how many people sell, and against what quota.

It belongs in the first week of a new hire, and in every reorganisation after that.

How to think about it

Access follows responsibility. Separate running the workspace from owning a part of the revenue loop.

One workspace for the whole team. Everyone who sells works in the same place, so there’s one pipeline and one first constraint, not one per person.
Two kinds of role. An administrative role says who can invite people and change settings. A functional role says what someone is responsible for: the whole number, a team, renewals or their own deals. Someone can run the workspace without managing anyone, and the other way round.
Your view starts from your responsibility. A seller starts from their own deals. A manager starts from their team. A revenue leader starts from the whole loop.
Teams are a reporting structure, not a permission. They decide where a deal rolls up. Write down which team each seller sits on, and keep closed deals with the team that closed them so history doesn’t move when people do.

Common mistakes

Making everyone an admin. It feels collaborative until someone changes a setting that moves everyone’s numbers.
Leaving every new hire on the default role. A sales manager left as an individual contributor sees only their own book, and their weekly plan is about their own deals rather than the team’s.
Reorganising teams by deleting them. Last quarter’s closed deals lose the team they were won under. Retire old teams instead.

In Summit53

Access in Summit53 has three parts: membership of your organisation (with an organisation role of Owner, Admin or Member), a functional role on your sales profile, and the team you sit on.

Organisation roles and functional roles

Organisation role (Owner, Admin or Member) decides who can invite people, approve membership requests and change team settings. Owners and admins can do all three. An invitation can only make someone a Member or an Admin.
Functional role (Chief Revenue Officer, VP of Sales, Sales Manager, RevOps Leader, Customer Success Leader, Sales Enablement Leader or Individual Contributor) decides your home page, action plan and digest, and how much of the organisation’s numbers you see. A new sales profile starts as Individual Contributor.

Inviting a teammate

Invitations are sent from Build your engine, in the Invite your team step at /build. Only an approved Owner or Admin sees the form; everyone else sees Ask an admin to invite your team.

Open /build and find Invite your team. The section is headed Invite a teammate.
Enter their address in Teammate’s email.
Choose a Role: Member (the default) or Admin.
Click Send invite. When it’s sent you’ll see Invite sent. It works until <date>.

The invitation email is titled Invitation to join <organisation> on Summit53 and has a Create Your Account button. The link works once and expires after 7 days. Sending a new invite to the same address is the way to replace an expired one. If the person is already in your organisation, the form says This person is already a member of the organization.

Accepting as a new user

The invitee clicks Create Your Account. The sign-up page, Create your Summit53 account, shows You’ve been invited to join a team on Summit53. Sign up with the email address the invitation was sent to.
They sign up with that same address, with a password or with Google or Microsoft.
They join your organisation with the role you chose, whatever their email domain, and land on the home page.

Signing up with a different address fails with This invitation is invalid or has expired. Make sure you’re signing up with the email address the invitation was sent to.

Accepting with an existing account

Someone who already uses Summit53, in another organisation, opens the same link while signed in and sees Join your team on Summit53:

The card reads You’re invited to join <organisation> and You’ll join as a member (or an admin), signed in as <email>. You keep access to your other organizations.
They click Join <organisation>, or Not now.
Summit53 switches them to the new organisation and opens the home page.

The account’s email must match the invitation. Signing in with Google or Microsoft from the invite page brings them straight to this card. Signing in with a password doesn’t, so they open the link again once they’re signed in.

When an invitation needs approval

Accepting an invitation normally gives immediate access. If your organisation has no seats left, the newcomer waits for approval instead (<organisation> is out of seats, so an admin needs to approve your membership before you can switch to it. We’ve let them know.), and your admins get an email. An Owner or Admin approves them from the Organization Dashboard(/organizations/<id>), on the Members tab under Pending Approval (n), with Approve or Reject. Approving needs a free seat. Approved Members and Rejected Members are listed below; a rejected member can still be approved later.

Switching organisations

If you belong to more than one organisation, the Organization menu in the expanded sidebar switches between them. Organisations where you’re approved are listed normally. One that is still waiting for approval shows as <name> (awaiting approval) and can’t be chosen. One that turned you down isn’t listed.

If you have no approved organisation

If none of your memberships is approved, Summit53 opens Your Organizations(/organizations) instead of the app. It says why:

Waiting for approval: Your request to join <organisation> needs an admin’s approval before you can use Summit53. You’ll have access as soon as they approve it.
You don’t have access to an organization: Your request to join <organisation> wasn’t approved, so there’s no workspace for you yet.
You’re not part of an organization yet: Your account isn’t a member of any organization, so there’s no workspace for you yet.

Under What you can do it suggests asking an admin, opening a different invite link while signed in, or signing in with the right account. Check again (while waiting) and Sign out are on the page.

Team Management

Open the Teams card from the Settings hub, or go to /revenue-intelligence/settings/teams. The page is headed Team Management (Organize sales teams and reporting structure) and notes: Region teams group other teams for Sales Org reporting. A rep counts toward the team on their sales profile; closed deals keep the team they closed under. Creating, editing and deleting teams needs an organisation Owner or Admin.

Hierarchy View (default): the team tree, with a Region badge on region teams, each team’s rep count and manager.
List View: a card per team with Parent, Members, Revenue, Attainment and Manager.
Performance View: each team’s Avg Attainment, Top Performers and Areas for Improvement.

Inactive teams are hidden until you tick Show inactive (n), which appears when there are any. They’re then listed under Inactive teams with an Inactivebadge, and you can edit and reactivate them. With no teams yet, the page reads No teams created yet with a Create your first team link.

Create a team

Click Create Team.
Enter a Team Name and, optionally, a Description.
Choose a Team Type: Sales, Support, Overlay, Specialist, or Region (groups teams).
Choose a Parent Team, or leave “No parent team”.
Pick a Team Manager and select Team Members (hold Ctrl/Cmd to select several).
Leave Team is active ticked and click Create Team.

Adding someone to Team Members also makes it the team on their sales profile, which is the team reporting uses.

Build regions

Create a team with Team Type set to Region (groups teams), for example “APAC”. Its parent can only be another region team, or none.
Edit each team in the region (pencil icon), set Parent Team to the region and click Update Team.
Check Hierarchy View: the region shows its teams underneath. Regions usually read “(0 reps)”, because reps sit on the teams below them.

This structure powers the Sales Region view in revenue reporting. The parent picker never offers the team itself or teams beneath it, so you can’t create a loop.

Retire a team

Click the bin icon and confirm (Are you sure you want to delete this team?). You can’t delete a team that has teams under it, or one that has closed deals attributed to it. Untick Team is active instead, so its reporting history is kept.

Functional Role Management

Open the Roles card from the Settings hub, or go to /revenue-intelligence/settings/roles. The page, Functional Role Management, says Assign each user the role that drives their home page, action plan, and digest content. A CRO, VP of Sales or Sales Manager, or an organisation Owner or Admin, can change roles.

Find the person in Sales Team Members (columns: User, Email, Current Role, Team, Change Role).
Pick a role in Change Role. It saves straight away.
Wait for Role updated successfully. Their home page, action plan and digest now follow the new role.

A new member appears here once their membership is approved: Summit53 creates their sales profile then, as an Individual Contributor. See Revenue Engine homefor which view each role gets.

When the data is thin

Whose data. Your functional role and organisation role decide how much of the Revenue Engine’s headline numbers you see: owners, admins, CROs and VPs of Sales see the whole organisation, a manager sees their team, and everyone else sees their own book.
Pending means nothing. A member who is waiting for approval, or was turned down, sees none of the organisation’s data until an admin approves them.
New members start as Individual Contributors. Until someone changes their role, a new manager gets a rep’s view.
History stays put. Closed deals keep the team they closed under, so moving a rep changes where their future deals count, not past ones.

Do it this week

List everyone who sells or manages sellers, with the part of the loop each one owns.
Decide who runs the workspace. Keep it to one or two people.
Give each person a functional role that matches what they own, not their job title.
Draw your teams and regions on one page, and note which team each seller sits on.
Agree that closed deals stay with the team that won them, and write that down.

Troubleshooting

I don’t see the invite form. Only an approved Owner or Admin can invite. Ask one of them, or ask for the Admin role.
The invitee says the link doesn’t work. It works once and expires after 7 days, and they must use the address it was sent to. Send a new invite.
“The invitation email couldn’t be sent. Please try again.” Nothing was saved. Try again.
A new member can’t open the organisation. They’re waiting for approval, usually because you’re out of seats. Approve them from the Members tab once a seat is free.
An organisation shows “(awaiting approval)” in my menu. An admin there hasn’t approved you yet. You can’t switch to it until they do.
Someone sees the wrong home page. Check their functional role on the Roles page: the role, not the team, drives the home view.
A rep is counted on the wrong team. Reporting uses the team on their sales profile. Edit the correct team and add them under Team Members.
“A region team can only sit under another region team”. Choose a region team as the parent, or no parent.
“… would create a cycle”. The parent you picked already sits under this team.
“This team has region teams under it, so it must stay a region team”. Move those region teams elsewhere first.
“Cannot delete team with child teams” or “This team has closed deals attributed to it”. Deactivate the team instead of deleting it.
“No users found with sales profiles.” on the Roles page. People appear once their membership is approved.

Teams, roles & invites: who sees what