Assigning, sharing and moving contacts

Every contact has an owner: the teammate it is assigned to. A contact can also be shared with more teammates, who work it alongside the owner. Everyone in the workspace can see who has a contact. In Contacts, the Assigned To column shows the owner, then "also" and the first person it is shared with, and +1 for each more (hover to see them all). Open a contact and its Assignment line names them; open the line to read it in full, for example "Assigned to Nicholas Lee, also Sarah Lim".

Only a Super Admin changes who has a contact. Assigning, sharing, moving, unassigning, stopping a share and taking someone off a contact are all Super Admin actions. Every other role, including one with View All Contacts or Team Management, sees who has each contact but cannot change it: a rep cannot share a contact with a teammate, stop sharing it, move it, unassign it or take themselves off it, not even their own. If a contact should go to someone else, ask your Super Admin. Contacts you add yourself with Add contact, a CSV import, or the Copilot's or API's create contact are assigned to you, unless you are the Super Admin. So are people you add from People Search (the results, a company's panel and Add all), Account Map, Suggested Audiences, the API's people collect and the MCP claim_prospects. The Super Admin's own adds arrive unassigned, ready to share out; over the API or MCP a Super Admin's key can name the teammate with assign_to. People added by a Watchlist arrive unassigned until the Super Admin assigns them; people the Copilot adds belong to the member who asked it. Someone already in your CRM is never added again, so an add never changes who has them. After that, only the Super Admin changes who has a contact.

Assigning in bulk: the Super Admin ticks contacts in Contacts or Workspace (or selects all matching), opens Actions and chooses Assign to User. Pick a teammate, then choose:

1. Share with them. This is the default. Whoever owns each contact keeps it, and the teammate is added beside them. Nothing else changes: the stage and follow-up dates stay as they are. A contact nobody owns gets the teammate as its owner. Sharing with someone who already has the contact changes nothing.
2. Move to them. The teammate becomes the owner and the previous owner loses the contact. Anyone else it was shared with keeps it. The previous owner gets one notification with the count, such as "12 contacts were moved to Sarah Lim". Tick "Also reset stage to Prospect and clear follow-up dates" only if the new owner should start them fresh; it is off unless you tick it. A contact in the Do Not Call status keeps it: moving someone is not a decision about Do Not Call, so only their follow-up date is cleared.
3. Unassigned. The owner and everyone the contacts are shared with lose them, and each of them is told. In the contact panel, picking Unassigned under Move to and pressing Unassign does the same for one contact.

Before you confirm, the dialog says in one line what the current owner will see, such as "Nicholas Lee keeps these and Sarah Lim is added" or "Nicholas Lee loses these and Sarah Lim becomes the owner".

Assigning everything a filter matches: in Contacts, tick the page, choose "Select all ... matching contacts" and assign. This is not capped at 50,000. The button shows Counting while we count them, then the dialog closes and the assign runs on our side, in the background, on the contacts that matched when you confirmed: a contact added after that is left alone. The first 15,000 contacts of a share (5,000 of a move or unassign) go straight through, in under a minute. After that a large assign runs at a steady pace so the workspace stays fast for everyone else: about 3,000 contacts a minute to share, and about 900 a minute to move or unassign. So 12,000 contacts take about a minute to share, 51,000 about 13 minutes to share or about 52 minutes to move, and the very largest can take several hours. The straight-through start is once per workspace per hour: a second large assign within the hour runs at the steady pace from its start. Above 100,000 contacts the app first says how long it will take and asks you to confirm. A line above the table shows how far it has got and about how long is left, with a spinner, such as "Sharing 12,000 of 51,141 contacts with Sarah Lim". You do not need to wait for it: leave the page or close the browser and it carries on. When it ends, the bell tells you, such as "Shared 51,141 contacts with Sarah Lim", and the line on Contacts says the same. If it stops part way, the bell says how many were done and that the rest were not changed, so you can select what is left and assign again. Each teammate still gets one notification for the whole assign, and it is one entry in Settings > Activity with the totals. While one is running, every other bulk assign in the workspace (ticked contacts in Contacts or Workspace, and select all in either) is refused with "Another assign of many contacts is still running", so two bulk assigns never mix on the same contacts; try again when it has finished. Removing a teammate is refused too while a select-all assign to them, or one they started, is still running. Assigning one contact on its panel still works meanwhile.

One contact at a time: the Super Admin opens the contact's Assignment line, picks a teammate under Move to and presses the "Move to" button with their name. Picking alone changes nothing, and Cancel drops the pick. Once a teammate is picked, a "Reset stage to Prospect" box appears above the button: it is off by default, it also clears follow-up dates, and a contact in the Do Not Call status keeps it. Share with adds a teammate, and the x on a name stops sharing with them. Nobody else sees these controls.

What a shared contact means for the teammate: it shows in their Contacts, Pipeline, Workspace, Call Queue and Dashboard exactly like their own contacts, and under Newly assigned to me from the moment it was shared. They get a notification such as "3 contacts were shared with you". They can work it (log calls, change the stage, set follow-ups), but they cannot move it away from its owner, unassign it or delete it, and they cannot share it on or take themselves off it. There is no Remove from my list for a rep: if a contact should not be on your list, ask your Super Admin to stop sharing it with you (or, if it is yours, to move it).

Whose list a shared contact's follow-up is in: the follow-up belongs to whoever set it (logged the call, saved the date or snoozed it), and on a shared contact it appears only in that person's follow-up lists: the Call Queue's Follow-ups due, the Dashboard's Follow-ups overdue and due today and My Day, the bell's "Follow-ups due today" reminder, and the Copilot's call queue. So when Aisha Rahman, who shares Daniel Koh's contact, calls it and sets a callback, the callback is in Aisha's lists and not in Daniel's, and the two of them do not both call. The contact itself stays in both their Contacts, Pipeline and Workspace. Everyone who can see the contact sees who has the follow-up: the Follow-up line on its panel says "by Aisha Rahman", and the Call Queue, Dashboard, Pipeline, Workspace and Contacts lists show "Follow-up by Aisha Rahman" under a follow-up a teammate set. Whoever sets or moves the follow-up next takes it over. A contact shared with nobody works as before: its follow-up is in its owner's lists whoever set it. If the person who set it is not on the contact (a manager with View All Contacts or the Super Admin who set it, or a teammate whose share was since stopped, who was moved off it, or who was removed from the workspace), the follow-up is in the contact owner's lists; its line still names who set it, and a removed member is named as "Aisha Rahman (removed)". If we do not know who set a follow-up (one set before 2 November 2026 that left no record, for example), it shows in the follow-up lists of everyone who has the contact, as before. A Super Admin and anyone with View All Contacts see every follow-up, as before.

Who can assign: only the Super Admin. No other role can assign, share, move or unassign a contact by hand, whatever permissions it holds, in these screens or anywhere else. An automation's Assign to teammate step is Super Admin only too: nobody else can save, activate or test an automation that has one, and the step runs only in an automation a Super Admin created. Selecting all matching contacts in Contacts is not capped at 50,000 and runs at a steady pace, asking you to confirm above 100,000; ticked contacts, and select all in Workspace, cover up to 50,000 contacts in one assign. Every bulk assign is recorded in Settings > Activity.

Turning sharing off: the workspace owner can turn off "Allow multiple assignees per contact" in Settings, Preferences. Assign then offers only Move and Unassigned, nobody can add a teammate to a contact, and contacts that were already shared still show who they are shared with.