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Opportunities & Pipelines

How to Manage Pipeline Permissions

Control visibility and editing on GHL Customer Care pipelines with role-based permissions. Cut clutter, protect sensitive deals, and track changes with audit logs.

3 min read704 words11 explained imagesUpdated Mon, 9 Feb at 8:52 AM
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On this page
  1. What are Pipeline Permissions?
  2. Key Benefits of Pipeline Permissions
  3. How To Manage Pipeline Permissions
  4. Sharing Modes for Pipeline Permissions
  5. Access Levels for Pipeline Permissions
  6. Audit Logs & Safeguards for Pipeline Permissions
  7. Frequently Asked Questions
  8. Related Articles

Control exactly who can see or change each sales pipeline, keep sensitive deals private, and give every team member a clutter-free view that matches their role. This article shows how to manage Pipeline Permissions in GHL Customer Care.

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TABLE OF CONTENTS

What are Pipeline Permissions?

Pipeline Permissions define visibility and editing rights for individual pipelines inside Opportunities. Admins can grant access to everyone, target specific roles/users, or explicitly exclude users—without changing broader sub-account roles. This granular visibility keeps data secure and lets sales teams focus only on the deals that matter to them.

Key Benefits of Pipeline Permissions

  • Consistency: preserve stage names/order while allowing reps to work deals.
  • Data privacy: hide revenue/board data from contractors or new staff.
  • Granular control: share with all, specific users, or exclude exceptions.
  • Auditability: track who changed pipeline settings for compliance needs.
  • Cross-platform: the same permissions apply on web and the GHL Customer Care mobile app.
  • Dashboards parity: widgets and metrics honor pipeline access and Assigned Data.

How To Manage Pipeline Permissions

Follow these steps to configure who sees and edits each pipeline while protecting stage structure and sensitive revenue data.

  1. Go to Opportunities → Pipelines.

    Step 1 of 6: Go to Opportunities → Pipelines What this shows Step 1 of 6: Go to Opportunities → Pipelines. What this shows Shows where to go for step 1 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". This screenshot accompanies step 1 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". At this point in the walkthrough you go to Opportunities → Pipelines. For context, this section explains: Follow these steps to configure who sees and edits each pipeline while protecting stage structure and sensitive revenue data. The next step is to click the Key icon next to the pipeline name to open Manage permissions. Step 1 of 6Image 1 of 11 Where to goGo to Opportunities → Pipelines.
    Buttons and menus referenced Opportunities → PipelinesKeyManage permissionsSharing modeAccess levelView Only,EditNo AccessCopy linkSave
    Next stepClick the Key icon next to the pipeline name to open Manage permissions.
    All 6 steps in this procedure
    1. Go to Opportunities → Pipelines. this image
    2. Click the Key icon next to the pipeline name to open Manage permissions.
    3. Choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users.
    4. For each included user/role, set an Access level: View Only, Edit, or No Access.
    5. Click Copy link to share direct access with teammates who already have permission. (Optional)
    6. Click Save to apply.

  2. Click the Key icon next to the pipeline name to open Manage permissions.

    Step 2 of 6: Click the Key icon next to the pipeline name to open Manage permissions What this shows Step 2 of 6: Click the Key icon next to the pipeline name to open Manage permissions. What this shows Shows what to click for step 2 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". This screenshot accompanies step 2 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". At this point in the walkthrough you click the Key icon next to the pipeline name to open Manage permissions. The next step is to choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users. Step 2 of 6Image 2 of 11 What to clickClick the Key icon next to the pipeline name to open Manage permissions.
    Buttons and menus referenced KeyManage permissionsOpportunities → PipelinesSharing modeAccess levelView Only,EditNo AccessCopy linkSave
    Next stepChoose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users.
    All 6 steps in this procedure
    1. Go to Opportunities → Pipelines.
    2. Click the Key icon next to the pipeline name to open Manage permissions. this image
    3. Choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users.
    4. For each included user/role, set an Access level: View Only, Edit, or No Access.
    5. Click Copy link to share direct access with teammates who already have permission. (Optional)
    6. Click Save to apply.

  3. Choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users.

    Step 3 of 6: Choose a Sharing mode: Share with all users, Share with selected… What this shows Step 3 of 6: Choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users. What this shows Shows what to choose for step 3 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". This screenshot accompanies step 3 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". At this point in the walkthrough you choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users. The next step is to for each included user/role, set an Access level: View Only, Edit, or No Access. Step 3 of 6Image 3 of 11 What to chooseChoose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users.
    Buttons and menus referenced Sharing modeOpportunities → PipelinesKeyManage permissionsAccess levelView Only,EditNo AccessCopy linkSave
    Next stepFor each included user/role, set an Access level: View Only, Edit, or No Access.
    All 6 steps in this procedure
    1. Go to Opportunities → Pipelines.
    2. Click the Key icon next to the pipeline name to open Manage permissions.
    3. Choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users. this image
    4. For each included user/role, set an Access level: View Only, Edit, or No Access.
    5. Click Copy link to share direct access with teammates who already have permission. (Optional)
    6. Click Save to apply.

  4. For each included user/role, set an Access level: View Only, Edit, or No Access.

    Step 4 of 6: For each included user/role, set an Access level: View Only, Edit, or… What this shows Step 4 of 6: For each included user/role, set an Access level: View Only, Edit, or No Access. What this shows Shows what this covers for step 4 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". This screenshot accompanies step 4 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". At this point in the walkthrough you for each included user/role, set an Access level: View Only, Edit, or No Access. The next step is to click Copy link to share direct access with teammates who already have permission. (Optional). Step 4 of 6Image 4 of 11 What this coversFor each included user/role, set an Access level: View Only, Edit, or No Access.
    Buttons and menus referenced Access levelView Only,EditNo AccessOpportunities → PipelinesKeyManage permissionsSharing modeCopy linkSave
    Next stepClick Copy link to share direct access with teammates who already have permission. (Optional)
    All 6 steps in this procedure
    1. Go to Opportunities → Pipelines.
    2. Click the Key icon next to the pipeline name to open Manage permissions.
    3. Choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users.
    4. For each included user/role, set an Access level: View Only, Edit, or No Access. this image
    5. Click Copy link to share direct access with teammates who already have permission. (Optional)
    6. Click Save to apply.

  5. Click Copy link to share direct access with teammates who already have permission. (Optional)

    Step 5 of 6: Click Copy link to share direct access with teammates who already have… What this shows Step 5 of 6: Click Copy link to share direct access with teammates who already have permission. What this shows Shows what to copy for step 5 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". This screenshot accompanies step 5 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". At this point in the walkthrough you click Copy link to share direct access with teammates who already have permission. (Optional). The next step is to click Save to apply. Step 5 of 6Image 5 of 11 What to copyClick Copy link to share direct access with teammates who already have permission. (Optional)
    Buttons and menus referenced Copy linkOpportunities → PipelinesKeyManage permissionsSharing modeAccess levelView Only,EditNo AccessSave
    Next stepClick Save to apply.
    All 6 steps in this procedure
    1. Go to Opportunities → Pipelines.
    2. Click the Key icon next to the pipeline name to open Manage permissions.
    3. Choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users.
    4. For each included user/role, set an Access level: View Only, Edit, or No Access.
    5. Click Copy link to share direct access with teammates who already have permission. (Optional) this image
    6. Click Save to apply.

  6. Click Save to apply.

    Step 6 of 6: Click Save to apply What this shows Step 6 of 6: Click Save to apply. What this shows Shows how to confirm for step 6 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". This screenshot accompanies step 6 of 6 in the "How To Manage Pipeline Permissions" section of "How to Manage Pipeline Permissions". At this point in the walkthrough you click Save to apply. For context, this section explains: Follow these steps to configure who sees and edits each pipeline while protecting stage structure and sensitive revenue data. Step 6 of 6Image 6 of 11 How to confirmClick Save to apply.
    Buttons and menus referenced SaveOpportunities → PipelinesKeyManage permissionsSharing modeAccess levelView Only,EditNo AccessCopy link
    All 6 steps in this procedure
    1. Go to Opportunities → Pipelines.
    2. Click the Key icon next to the pipeline name to open Manage permissions.
    3. Choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users.
    4. For each included user/role, set an Access level: View Only, Edit, or No Access.
    5. Click Copy link to share direct access with teammates who already have permission. (Optional)
    6. Click Save to apply. this image

Sharing Modes for Pipeline Permissions

Three flexible ways to share each pipeline let you mirror any org structure.

  • Share with All Users: grant everyone View Only, Edit or No Access in one click.
  • Share with Selected Users: pick individual users/roles and set View Only, Edit, or No Access for each.
  • Exclude specific users: keep the pipeline global, then remove access for a few exceptions.
Sharing Modes for Pipeline Permissions (image 7 of 11) What this shows Share with All Users: grant everyone View Only, Edit or No Access in one click. What this shows Illustrates the "Sharing Modes for Pipeline Permissions" section of "How to Manage Pipeline Permissions". This screenshot appears in the "Sharing Modes for Pipeline Permissions" section of "How to Manage Pipeline Permissions". The text alongside this image reads: Share with All Users: grant everyone View Only, Edit or No Access in one click. Share with Selected Users: pick individual users/roles and set View Only, Edit, or No Access for each. Exclude specific users: keep the pipeline global, then remove access for a few exceptions. Immediately after, the guide continues: Clear labels make it obvious what each person can do. Image 7 of 11 What to chooseShare with All Users: grant everyone View Only, Edit or No Access in one click. Share with Selected Users: pick individual users/roles and set View Only, Edit, or No Access for each. Exclude specific users: keep the pipeline global, then remove access for a few exceptions. Next stepClear labels make it obvious what each person can do.
All 3 steps in this procedure
  1. Share with All Users: grant everyone View Only, Edit or No Access in one click.
  2. Share with Selected Users: pick individual users/roles and set View Only, Edit, or No Access for each.
  3. Exclude specific users: keep the pipeline global, then remove access for a few exceptions.

Access Levels for Pipeline Permissions

Clear labels make it obvious what each person can do.

Note: Admin user will always have full access to the pipeline.
  • View Only: move and update opportunities, but cannot add/edit/delete stages or pipelines.
  • Edit: full control to add, edit, and delete pipeline stages (including the pipeline itself).
  • No Access: the pipeline is completely hidden in web, mobile, and API responses.
Access Levels for Pipeline Permissions (image 8 of 11) What this shows View Only: move and update opportunities, but cannot add/edit/delete stages or pipelines. What this shows Illustrates the "Access Levels for Pipeline Permissions" section of "How to Manage Pipeline Permissions". This screenshot appears in the "Access Levels for Pipeline Permissions" section of "How to Manage Pipeline Permissions". The text alongside this image reads: View Only: move and update opportunities, but cannot add/edit/delete stages or pipelines. Edit: full control to add, edit, and delete pipeline stages (including the pipeline itself). No Access: the pipeline is completely hidden in web, mobile, and API responses. Immediately after, the guide continues: GHL Customer Care automatically logs every create, update, or revoke action with user, pipeline, action, and timestamp for 60 days. This audit trail simplifies troubleshooting and compliance reviews. Image 8 of 11 What this coversView Only: move and update opportunities, but cannot add/edit/delete stages or pipelines. Edit: full control to add, edit, and delete pipeline stages (including the pipeline itself). No Access: the pipeline is completely hidden in web, mobile, and API responses.
Buttons and menus referenced Adminfullaccess
Next stepGHL Customer Care automatically logs every create, update, or revoke action with user, pipeline, action, and timestamp for 60 days. This audit trail simplifies troubleshooting and compliance reviews.
All 3 steps in this procedure
  1. View Only: move and update opportunities, but cannot add/edit/delete stages or pipelines.
  2. Edit: full control to add, edit, and delete pipeline stages (including the pipeline itself).
  3. No Access: the pipeline is completely hidden in web, mobile, and API responses.

Audit Logs & Safeguards for Pipeline Permissions

GHL Customer Care automatically logs every create, update, or revoke action with user, pipeline, action, and timestamp for 60 days. This audit trail simplifies troubleshooting and compliance reviews. 

  1. Navigate to Settings → Audit Logs.
    Step 1 of 3: Navigate to Settings → Audit Logs What this shows Step 1 of 3: Navigate to Settings → Audit Logs. What this shows Shows where to go for step 1 of 3 in the "Audit Logs & Safeguards for Pipeline Permissions" section of "How to Manage Pipeline Permissions". This animation accompanies step 1 of 3 in the "Audit Logs & Safeguards for Pipeline Permissions" section of "How to Manage Pipeline Permissions". At this point in the walkthrough you navigate to Settings → Audit Logs. For context, this section explains: GHL Customer Care automatically logs every create, update, or revoke action with user, pipeline, action, and timestamp for 60 days. This audit trail simplifies troubleshooting and compliance reviews. The next step is to filter by User, Module - Pipeline Permissions, Actions, Date Range to view who changed what, and when. Step 1 of 3Image 9 of 11 Where to goNavigate to Settings → Audit Logs.
    Buttons and menus referenced Settings → Audit Logs.automatically logs60 daysUserModule
    Next stepFilter by User, Module - Pipeline Permissions, Actions, Date Range to view who changed what, and when.
    All 3 steps in this procedure
    1. Navigate to Settings → Audit Logs. this image
    2. Filter by User, Module - Pipeline Permissions, Actions, Date Range to view who changed what, and when.
    3. The system also prevents you from revoking access from anyone who currently owns opportunities in that pipeline. You’ll be prompted to reassign ownership first.
  2. Filter by User, Module - Pipeline Permissions, Actions, Date Range to view who changed what, and when.
    Step 2 of 3: Filter by User, Module - Pipeline Permissions, Actions, Date Range to… What this shows Step 2 of 3: Filter by User, Module - Pipeline Permissions, Actions, Date Range to view who changed what, and when. What this shows Shows what this covers for step 2 of 3 in the "Audit Logs & Safeguards for Pipeline Permissions" section of "How to Manage Pipeline Permissions". This screenshot accompanies step 2 of 3 in the "Audit Logs & Safeguards for Pipeline Permissions" section of "How to Manage Pipeline Permissions". At this point in the walkthrough you filter by User, Module - Pipeline Permissions, Actions, Date Range to view who changed what, and when. The next step is to the system also prevents you from revoking access from anyone who currently owns opportunities in that pipeline. You’ll be prompted to reassign ownership first. Step 2 of 3Image 10 of 11 What this coversFilter by User, Module - Pipeline Permissions, Actions, Date Range to view who changed what, and when.
    Buttons and menus referenced UserModuleautomatically logs60 daysSettings → Audit Logs.
    Next stepThe system also prevents you from revoking access from anyone who currently owns opportunities in that pipeline. You’ll be prompted to reassign ownership first.
    All 3 steps in this procedure
    1. Navigate to Settings → Audit Logs.
    2. Filter by User, Module - Pipeline Permissions, Actions, Date Range to view who changed what, and when. this image
    3. The system also prevents you from revoking access from anyone who currently owns opportunities in that pipeline. You’ll be prompted to reassign ownership first.
  3. The system also prevents you from revoking access from anyone who currently owns opportunities in that pipeline. You’ll be prompted to reassign ownership first. 
    Step 3 of 3: The system also prevents you from revoking access from anyone who… What this shows Step 3 of 3: The system also prevents you from revoking access from anyone who currently owns opportunities in that pipeline. What this shows Shows what this covers for step 3 of 3 in the "Audit Logs & Safeguards for Pipeline Permissions" section of "How to Manage Pipeline Permissions". This screenshot accompanies step 3 of 3 in the "Audit Logs & Safeguards for Pipeline Permissions" section of "How to Manage Pipeline Permissions". At this point in the walkthrough you the system also prevents you from revoking access from anyone who currently owns opportunities in that pipeline. You’ll be prompted to reassign ownership first. Step 3 of 3Image 11 of 11 What this coversThe system also prevents you from revoking access from anyone who currently owns opportunities in that pipeline. You’ll be prompted to reassign ownership first.
    Buttons and menus referenced automatically logs60 daysSettings → Audit Logs.UserModule
    All 3 steps in this procedure
    1. Navigate to Settings → Audit Logs.
    2. Filter by User, Module - Pipeline Permissions, Actions, Date Range to view who changed what, and when.
    3. The system also prevents you from revoking access from anyone who currently owns opportunities in that pipeline. You’ll be prompted to reassign ownership first. this image

Frequently Asked Questions

Q: What’s the difference between “View Only” and “No Access”?

View-only users can still move or update their assigned opportunities inside the pipeline. No Access hides the pipeline completely.

Q: What if a user already owns opportunities and I set them to No Access?

High-level blocks that change. Reassign or delete their opportunities first, then remove access.

Q: Do permissions sync to the mobile app?

Yes. The same rules apply across web, iOS, Android, and all API responses.

Q: Can I bulk-assign permissions to a role instead of each user?

Yes—roles appear in the selector. Everyone in that role inherits the chosen level.

Q: Will permission changes break active automations or webhooks?

No. Automations continue to run. However, API calls made with a user token that lacks access will return an empty pipeline list.

Q: Is there an “Owner Only” option?

Use “Share with selected users” > choose the owner > set others to No Access for a true owner-only pipeline.

Q: How long are Audit Logs retained?

60 days of history are available for download or review.

Frequently asked questions

What are Pipeline Permissions?
Pipeline Permissions define visibility and editing rights for individual pipelines inside Opportunities. Admins can grant access to everyone, target specific roles/users, or explicitly exclude users—without changing broader sub-account roles. This granular visibility keeps data secure and lets sales teams focus only on the deals that matter to them.

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