What Each Role Can Do

Summary

Overview: Every person in a Pippify workspace has one of three roles: Admin, Sales Manager or Sales Rep. This guide explains what each role can see and do, and how to check your own role.

Prerequisites:

• You are signed in to a Pippify workspace.

Step-by-Step Instructions

Step 1: Check your own role

1. Look at the top-right corner of any page. Your name and role (Admin, Sales Manager or Sales Rep) show next to your avatar on wider screens.
2. Or click your avatar and select My Account. The Role field on the Personal information chip shows your role. You can't change it there.

Step 2: Know what every role can do

All three roles can:

1. Use Pippify Coach, Dashboard, Inbox, Leads, Review Queue, Sequences, Appointments and My Account. Quotes shows too when your business type sends quotes.
2. See every conversation in the Inbox.
3. Approve and send items in the Review Queue with Approve & Send.
4. Delete, tag, archive and export the leads they can see in Leads.
5. Change their own name and password under My Account.

Step 3: Know what a Sales Rep sees

1. Leads and Quotes show only the leads assigned to the Sales Rep. The Inbox still shows every conversation. A Sales Rep can open, edit and send only the quotes on their assigned leads; any other quote shows "Quote not found. It may have been deleted, or it is on a lead that is not assigned to you.", and another lead's Quotes tab is empty.
2. Sequences can be viewed but not edited.
3. Reports that open from the Dashboard are not available.
4. A Sales Rep can't create a quote by hand or delete a quote.
5. A Sales Rep sees who owns a lead but can't assign leads or change the owner.
6. If a Sales Rep asks Pippify Coach to change a setting, Coach refuses the change.

Step 4: Know what a Sales Manager adds

1. Leads and Quotes show every lead in the workspace.
2. Reports that open from the Dashboard are available.
3. A Sales Manager can create a quote by hand and delete quotes that haven't been sent (costed quotes can't be deleted).
4. A Sales Manager (and the Admin) can assign leads to any active team member, or unassign them, from the lead page, the Inbox or the Leads table. They can also filter the Leads table by owner.
5. Sequences can be viewed but not edited, and Coach refuses setting changes, the same as for a Sales Rep.

Step 5: Know what only the Admin can do

1. Open Settings and every page in it: Business type, Channels, Branding, Connectors, AI Studio, Users and Billing.
2. Invite, suspend and reactivate team members, and hand the Admin role to someone else.
3. Run the setup wizard and see the Complete your setup checklist on the Dashboard.
4. Edit Sequences.
5. Edit the Company info chip under My Account.
6. Create, publish and delete web forms, and read their submissions.
7. Apply setting changes that Pippify Coach suggests.
8. Subscribe, change the plan, buy outcome packs and cancel under Settings › Billing. Billing emails and billing notifications go to the Admin only.
9. Get the Gmail alerts (the red Gmail is disconnected. bar, the bell notification and the email) when Google stops accepting the workspace's Gmail connection, and reconnect it. For a Zoho Mail inbox, only the red Zoho Mail is disconnected. bar shows.

Verify It Worked

Success criteria:

• Your role shows under your name in the top bar and in My Account › Personal information.
• The Settings menu shows in the sidebar only when you are the Admin.

Troubleshooting

Common errors

• "You don't have access to this page": you opened a page your role can't use, for example a Settings page as a Sales Rep. Fix: ask your Admin for access, or ask them to make the change for you.
• "Ask your workspace admin to upgrade.": a billing banner shows this to Sales Managers and Sales Reps because only the Admin can open Settings › Billing. Fix: tell your Admin.

Limitations & considerations

• Each workspace has one Admin. To make someone else the Admin, the current Admin transfers the role. The old Admin becomes a Sales Manager.
• Pippify checks each person's current role and status on every action. A role change from an Admin transfer applies on the person's next action, and a suspended member is stopped on their next action. The new Admin signs in again to see the Admin menus.
• There is no option to switch a member between Sales Manager and Sales Rep after they join. The role is set in the invitation.
• Your role belongs to the workspace. If you belong to more than one workspace, you can have a different role in each one.

Next Steps & Related Resources

• Next steps:
  • How to Invite a Team Member
  • How to Make Someone Else the Admin
• Related articles:
  • How to Suspend or Reactivate a User
  • Why Can't I See Settings, Reports or Quotes?
  • How to Approve or Reject Items in the Review Queue
  • How to Assign, Tag or Export Leads
  • How to Create a Quote Yourself
  • What Coach Can Look Up and Change

Need more help? For more information and assistance, please send an email to support@pippify.ai.

Last Updated: 10/15/2026