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 HighLevel.
TABLE OF CONTENTS
- What are Pipeline Permissions?
- Key Benefits of Pipeline Permissions
- How To Manage Pipeline Permissions
- Sharing Modes for Pipeline Permissions
- Access Levels for Pipeline Permissions
- Audit Logs & Safeguards for Pipeline Permissions
- Frequently Asked Questions
- Related Articles
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 HighLevel 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.
Go to Opportunities → Pipelines.
Click the Key icon next to the pipeline name to open Manage permissions.
Choose a Sharing mode: Share with all users, Share with selected users/roles, or Exclude specific users.
For each included user/role, set an Access level: View Only, Edit, or No Access.
Click Copy link to share direct access with teammates who already have permission. (Optional)
Click Save to apply.
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.
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.
Audit Logs & Safeguards for Pipeline Permissions
HighLevel 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.
- Navigate to Settings → Audit Logs.
- Filter by User, Module - Pipeline Permissions, Actions, Date Range to view who changed what, and when.
- 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.
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.
Related Articles
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article