Quick Start Guide

Assign the right roles to your team in 5 minutes.

Step 1: Identify the Person's Relationship (30 seconds)

Are they internal or external to your organization?

✅ Internal (your team, your company) → Assign Organization Role (ADMIN, CREATOR, or COLLABORATOR) → Optionally add to Teams → When added to Decision Sites, mark as SELLER

✅ External (customer, buyer, partner) → They'll automatically be GUEST (view-only) → When added to Decision Sites, mark as BUYER → Optionally categorize as DECISION_MAKER, INFLUENCER, etc.

Step 2: Choose Organization Role (1 minute)

For Internal Team Members

Ask: What will they need to do?

They need to:

• Manage organization settings?
• Change billing?
• Add/remove members?

→ Make them ADMIN (limit to 1-2 people)

They need to:

• Create new Decision Sites?
• Own deals?
• Manage their own sites?

→ Make them CREATOR (most sellers)

They need to:

• Edit Decision Sites others created?
• Support ongoing deals?
• Cannot create new sites?

→ Make them COLLABORATOR (support, sales ops)

For External Users

They're a buyer/customer → They'll be GUEST automatically (view-only) → No choice needed - this happens when you invite them

Step 3: Assign Team Role (optional, 1 minute)

Are you adding them to a team?

Ask: Should they manage the team?

✅ Yes - They'll lead the team → Make them team OWNER → They can add/remove members, change settings

✅ No - They'll just be part of the team → Make them team MEMBER → They can access team content

Not adding to a team? → Skip this step

Step 4: Assign Contact Role (when adding to Decision Site, 1 minute)

Are they external (buyer) or internal (seller)?

For External/Buyer Contacts

✅ Always mark as BUYER → Their activity counts 1.5x in Deal Pulse

Then categorize their role in the deal:

• Final approval authority? → DECISION_MAKER
• Influences decision but doesn't approve? → INFLUENCER
• Internal advocate for your solution? → CHAMPION
• Controls access to decision makers? → GATEKEEPER
• Buyer-side administrator? → BUYER_ADMIN
• Contributing to evaluation? → BUYER_CONTRIBUTOR
• Reviewing materials? → BUYER_REVIEWER

Unsure? Start with just BUYER. You can add more specific categorization later.

For Internal/Seller Contacts

✅ Always mark as SELLER → Standard weight in Deal Pulse

Then categorize if needed:

• Leading the deal? → SELLER is sufficient
• Supporting role? → SELLER is sufficient

Note: Internal team usually doesn't need additional categorization beyond SELLER.

Common Scenarios

Scenario 1: Onboarding a new sales rep

Steps:

1. Organization Role: CREATOR
2. Add to team: Sales Team as MEMBER
3. When they create Decision Sites: Mark themselves as SELLER

Time: 2 minutes

Scenario 2: Inviting a customer executive

Steps:

1. Organization Role: GUEST (automatic)
2. Contact Role: BUYER + DECISION_MAKER
3. Team: None (external users don't join internal teams)

Time: 1 minute

Scenario 3: Adding sales ops person

Steps:

1. Organization Role: COLLABORATOR (can edit, can't create)
2. Add to teams: Multiple teams as MEMBER
3. When added to Decision Sites: SELLER

Time: 3 minutes

Scenario 4: First organization admin

Steps:

1. Organization Role: ADMIN (full control)
2. Create teams: Becomes OWNER automatically
3. When added to Decision Sites: SELLER

Time: 2 minutes

Decision Tree

Is the person internal or external?
│
├─ Internal (your team)
│  │
│  ├─ Need to manage org settings?
│  │  └─ YES → ADMIN
│  │
│  ├─ Need to create Decision Sites?
│  │  └─ YES → CREATOR
│  │
│  └─ Just edit shared sites?
│     └─ YES → COLLABORATOR
│
└─ External (customer/buyer)
   └─ GUEST (automatic)
      └─ Mark as BUYER when added to Decision Site

Quick Reference Table

Verification Checklist

After assigning roles, verify:

For Internal Team:

• Can they access the areas they need?
• Can they create Decision Sites if needed?
• Are they members of the right teams?
• Do they show in Settings → Organization Members with correct role?

For External Users:

• Are they marked as GUEST (should be automatic)?
• Are they marked as BUYER in Decision Sites?
• Can they access the Decision Sites you shared?
• Do they see limited navigation (expected for GUEST)?

Common Mistakes to Avoid

Making everyone ADMIN → Only 1-2 people need ADMIN. Most should be CREATOR or COLLABORATOR.

Forgetting to mark buyers as BUYER → Without BUYER role, their activity doesn't get 1.5x weight in Deal Pulse.

Giving external users CREATOR → External users should be GUEST. They shouldn't create Decision Sites.

Confusing team roles with organization roles → These are independent. A COLLABORATOR can be a team OWNER.

Next Steps

• Understand roles deeply: Understanding Roles
• Learn best practices: Role Selection Guide
• See all permissions: Permissions Matrix
• Troubleshoot issues: Common Issues