Teams

On the Team plan everyone in your organisation works from the same book. What one person records, the rest can find. Nobody re-keys anything and nobody has to ask who owns the relationship.

Each person connects their own assistant with their own sign-in. There is no shared login and no shared connector.

1. Open Settings in the KnowWho app.
2. Invite by email address.
3. They accept, create their sign-in, and connect their own assistant using the normal connection steps.

They see the whole shared book from the first question they ask.

A seat is a person who can sign in. Your plan sets how many you have.

Seats are counted at the moment you invite, and the count includes invitations nobody has accepted yet. If you are at your limit, either cancel a pending invitation (Cancel invite on their page in the app) or add a seat.

Adding a seat is charged straight away, prorated for the rest of the period, rather than waiting for your next invoice.

Removing someone takes their access away immediately. Everything they recorded stays in the shared book, because it belongs to the organisation and not to them.

Deleting someone is for good. An owner or admin does it from the person's page in the app. Their sign-in is deleted, and everything they owned is handed to a colleague you pick. You also choose whether they stay in the book as a former colleague, keeping who they knew and the meetings they were in, or are removed from it along with those connections.

The seat carries on being billed to the end of the period you have already paid for, and is not refunded. You are not stuck with an empty seat though: email support@knowwhocrm.com and we will reassign it to someone else for the rest of the period.

On a Team plan the book is shared in full. Every person, company, note, meeting, task and opportunity is visible to everyone in the organisation.

There is no private note and no per-record visibility setting. If something should not be seen by a colleague, do not put it in a shared book.

We would rather say that plainly than offer a privacy control that is easy to misunderstand. A note you thought was private but was not is worse than no privacy feature at all.

Two roles, and the difference between them is one thing.

Admin can invite and remove people. User cannot.

Everything else is the same for both. Both see the whole shared book and both can record and correct anything in it.

We kept this deliberately simple. Permission systems grow teeth and then people spend their afternoons filing access requests. If you need real separation between two groups of people, they probably want two organisations rather than one with a permissions matrix.

Billing is admin only. A user cannot see invoices, change the plan, or add seats.

Another organisation's book. Ever.

Isolation is enforced on every single request rather than trusted from a sign-in token, which means it holds even if a subscription lapses, a session is stale, or something goes wrong elsewhere. See privacy and security.

Your existing book comes with you. Nothing is copied, rebuilt, or lost. The book you built alone becomes the book your team shares, and your private notes stay private.

Everything you already recorded becomes visible to your team. There is no private tier, so the book you built alone becomes the book your colleagues read, in full and from the moment you convert.

Have a look through it before you invite anyone. Most people have written something about a contact that they would say out loud to one colleague and not to five.