Who sees what in your CRM

The rule in one sentence: a contact belongs to everyone, a deal belongs to whoever owns it

Inside Orion, your company has a shared address book. Everyone who logs into the dashboard sees the contacts and the companies: name, phone, email, common conversation history. That's on purpose — it's the house address book.

Deals work the other way around. They are born closed. Only two kinds of people can see them: whoever is the company Admin and whoever is on that deal's owner list. Owning one deal does not open the others. This applies to everything the deal carries: the title, the stage, the value, the expected closing date, who owns it and the notes made inside it.

This is the factory default and it is switched on at every company today. Nobody had to choose it; it came that way.

Why the Processes tab looks empty to you

If you are not an Admin and you don't own any deal, the CRM's Processes tab shows: "No open process. Confirm a lead in Pending actions or open one above."

That sentence is today's weak point, and it deserves to be said plainly: it does not distinguish "the company has no deals" from "the company has deals and none of them are yours". Both situations produce exactly the same screen. If a colleague tells you there's a proposal in progress and you open the tab and find nothing, the most likely explanation is not a bug — it's that you are not on the owner list.

The same thing happens more quietly on the records: when you open a company or a person, the deals block disappears entirely. It isn't greyed out, it isn't locked, it doesn't exist. The record looks like that of a contact with no commercial history at all.

Who can see the whole funnel — and who can't, even when it seems like they should

Only people with the company Admin role see all the deals. There's no middle ground: either you are an Admin, or you only see the ones you own.

Two common surprises, and both are real:

Leading a team does not open the funnel. A manager who oversees the whole team's work opens the Processes tab and sees the same as anyone else — only what is theirs. It isn't a flaw in the tool; it's the current rule.

Anyone with no defined role at the company automatically falls into the group that doesn't see. Roles like audit or HR don't open the funnel either.

And the other side: if you are an Admin, you see the full list and there's no way to tell from the screen that your colleagues are seeing something else. Worth knowing before you take someone to task for "not having looked at the pipeline".

An honest limitation: today there is no button, screen or request in the dashboard that opens the funnel to the whole team. If your company would rather have the funnel open to everyone, that won't sort itself out — talk to us.

The "This month's forecast" box that disappears

At the top of the Processes tab there's a box with the month's closing forecast. Two things about it:

The total you see covers only the deals you can see. The sum never gives away by subtraction what the list hid — you can't work out the company's figure by subtracting. That's intentional.

If you can't see a single open sale, the box doesn't appear at all. It vanishes, with no sentence in its place. An Admin sees the box; you, on the same screen, don't even see the space where it was.

A detail that changes the math: only deals of the Sale type count toward the forecast. Partnership, service and "other" add no value at all, even with money recorded on them.

What happens to what YOU write

Here's the part that causes the most confusion, because it affects the person writing, not the person reading.

When you log an activity — a note, a meeting summary, a call — on a company (or on one of its contacts) that has an open Sale, that note is tied to that sale automatically. Nobody asks, nobody warns you. And once tied, it starts following the deal's rule: only the owners and the Admin can see it.

The consequence is jarring: if you don't own that sale, your own note vanishes from your view the moment you save it. There's no error. It just disappears. The natural reading is "the system lost what I wrote" — and that's not what happened.

Two useful caveats:

Only a Sale anchors. If the company only has a partnership or a service open, your note stays open to everyone.

The dashboard has no checkbox today to mark a note as "general". By asking Orion in conversation, you can: just say the note is general and it becomes visible to everyone at the company.

And when the deal closes, new notes go back to being born open — but the ones already tied stay restricted, including the won or lost note.

Timeline: what disappears, and one spot where this doesn't apply yet

On the Activities tab, on the company timeline and on the deal timeline, anything attached to a deal you can't see is removed. Meetings, transcribed conversations and also the notes the system itself writes at every move ("value: …", "forecast: …", stage change, owner change).

The list simply comes back shorter. There's no ellipsis, no cut mark, no counter. On the deal's own timeline the effect is harsher: it comes back empty, because everything there carries the link.

The same applies on a person’s card: since 5 Sep 2026 a contact’s timeline follows the same rule as the Activity tab. When rows are left out, the screen tells you how many — you are never left unaware that something restricted is there.

Two different address books: the company CRM and your Relationships board

There are two drawers of contacts and they don't mix.

The CRM (Orion › CRM) is the company address book, shared with everyone there. The Relationships board is yours, personal: neither colleagues nor management see what's in it, and each person has their own, separate.

Anyone who belongs to a company has the CRM locked to the company address book — there's no way to switch from there. The door to your personal address book is the Relationships screen.

What lands on each side: what Orion captures on its own (a WhatsApp message, an email, a calendar meeting) goes to your personal drawer. What someone saves on purpose — by asking Orion or through the CRM screen — goes to the company address book. That's why the company timeline can be poorer than reality: automatically captured conversations aren't there.

The same person can have a record on each side, and they don't talk to each other. To move a personal contact over to the company, ask Orion in your direct conversation with it ("share this contact with the organization"). There's no button for it, and it's a one-way trip: you can't bring it back.

If you delete your account, your personal drawer goes with it. The company address book stays — it belongs to the company, not to you. The exception is someone using Orion on their own: then both go.

If you use Orion on your own, without a company

None of this applies to you. The funnel is yours and you see everything. The two screens — CRM and Relationships — read the same address book, with different cuts: the Relationships board highlights the few you marked to follow up on.

The day you join a company, the CRM starts showing that company's address book. Your old contacts don't disappear: they remain yours and start appearing on the Relationships board.

The 07:00 morning briefing follows the same rule — with one exception

In the morning summary, the funnel block shows only the stalled deals you can see. If none are yours, the block shrinks or disappears — without saying it was trimmed. In other words: "there's nothing stuck in my morning briefing" does not mean "the company has nothing stuck".

The exception, which works the other way: the list of agreed and overdue follow-ups goes out by NAME to all recipients of the summary, including people who can't see a single deal. A contact is company address book and doesn't fall under the funnel rule. If a name shouldn't circulate, it shouldn't be sitting as a pending follow-up in the corporate address book.

When you ask Orion

Orion doesn't get around the rule: it reads the funnel through the eyes of the person who owns that account. In your 1:1 conversation, those eyes are yours.

One detail in your favor: if you ask for the list of open deals, it is instructed to tell you how many exist that you can't see. It's currently the only place in the product that says this out loud.

And two places where it doesn't say so yet, which you should take into account: when you ask for the month's forecast, the number may come back smaller with no caveat at all; and when you ask for a contact's history, it tells a shorter story with the same ease it would tell the full one. We are fixing that asymmetry.

In WhatsApp and Telegram groups

No funnel information circulates in a group. In a group, Orion has no access to deals, values, forecast or contact history — for anyone, not even for the account owner. If someone asks, it replies that this is outside what it can do there. That's the guarantee the group offers.

There is one narrow exception: in a group marked as "Internal work", and only when it is the account owner themselves asking, Orion reaches the contacts and companies address book — and then the contact's funnel label (lead, customer, discarded) can be said out loud in the room. Worth knowing before you ask about a customer in a group with outsiders in it.

Two things participants don't notice and you should know:

In a group marked as a work group, every message becomes a company work record, with text, author and date — audio included, transcribed. That's separate from authorizing Orion to reply: a group can be muted and still be recorded.

In authorized WhatsApp groups, anyone who is already a CRM contact gets one line a day on their own record, with a summary of what they discussed. Anyone who isn't a contact never gets in. In Telegram groups this doesn't happen.

People who write to your service line

An outsider who talks to your company's service line reads nothing: no calendar, no files, no CRM, no work plan. Even a long-standing customer already on file is greeted by name and that's it — Orion cannot see their funnel status, their role, the notes or the previous conversations. A phone number identifies a line, not a person.

Of the company's material, it reaches only what was published item by item as visible to visitors. If Orion says "I don't have that information" and the document exists, it's because it wasn't published.

What the visitor does is write: when they show clear commercial intent, they become a company lead and the conversation becomes an activity. If that company already has an open sale, that activity may be born visible only to the owners and to the Admin.

The AI worker and Orion connected to another assistant

Your company's AI worker has no view of its own. It works inside the account of whoever delegated the task and sees the funnel exactly as that person sees it. If the person who delegated is an Admin, the worker may cite in a report a deal you can't find on your screen. If the person who delegated is not an Admin, the report comes back shorter — and nothing in the text warns you. Worth checking which account the task came from before treating the number as the company total.

The same applies when you connect Orion to another assistant (in Claude, for example): it sees what the owner of that connection would see in the dashboard, not one deal more, and the company always comes from the key itself — there's no way to point it at another.

Two blind spots you should know about

A deal with no owner. Since access comes from being on the owner list, a deal left with nobody on it is invisible to the whole company, except to the Admins. Worse: the "N deals with no owner" warning, which exists precisely so someone picks up the ball, also doesn't appear to non-Admins. If no Admin looks, it sits there with nobody able to notice it.

Not every number at the top of the CRM follows the rule. The lead/customer pills, the pending follow-ups chip and the activity counters for the last 7 and 30 days count the whole company, for everyone. Only deals respect the closure. So you may see a counter larger than the list you can actually open — and, when you ask Orion about pending follow-ups, receive the written summary of a follow-up tied to a deal your screen hides. It's a known inconsistency, not an intentional leak, and it's in the queue to be closed.

And when you try to open a Sale or Partnership for a company that already has one open and hidden from you, the system refuses, saying it "is in the list below". It isn't — the list is filtered. Don't waste time looking: ask an Admin.

Quick reference

Last updated: 05/09/2026.