Permission Policies

Bigmind's permission system gives you granular control over what data team members can access and what actions they can perform. This guide covers the three key concepts: team members, teams, and permission policies.

Key Concepts

Team Members

Team members are the people in your organization who use Bigmind. Each member has:

  • Role: Either Owner or Member, which determines administrative access
  • Permission Profile: A permission policy that defines what data they can access
  • Manager: Their reporting manager, kept as a profile and HR field
  • Title: Their job title within the organization

Teams

Teams let you organize team members into hierarchical structures—like "Revenue", "Sellers", "Sales Enablement", or "Customer Success". Teams are used for:

  • Cross-functional access: Give teams like sales enablement visibility into seller meetings without full admin access
  • Hierarchical access: Grant access to a team and its child teams together
  • Simplified permissions: Instead of granting access to individuals, grant access to entire teams
  • Flexible organization: A team member can belong to multiple teams

Permission Policies

Permission policies are reusable profiles that define exactly what a team member can see and do. Assign a policy to multiple members who need the same level of access.

For information on adding members and assigning roles, see Managing Members and Roles. For creating team hierarchies and managing direct team members, see Teams.

Creating Permission Policies

To create and manage permission policies:

  1. Navigate to Settings
  2. Go to Permissions
  3. Click Add new profile

Policy Settings

Each permission policy controls access across several categories:

Data Access

For meetings, emails, deals & accounts, coaching, and insights, you can set access to:

  • All: Access everything in the organization
  • Their teams: Access data from the teams they directly belong to, plus child teams
  • People who report to them: Access data from people in their manager reporting line
  • Their own: Access only their own data
  • Selected teams: Access data from members of specific teams, plus child teams

The "Selected teams" option is especially powerful for cross-functional teams. For example, a sales enablement team can be granted access to view meetings, coaching analyses, and scorecards for everyone in the "Sellers" team and its child teams—without needing full admin access.

Engage

Control template and flow management:

  • Create and manage organization templates and flows
  • Create and manage personal templates and flows
  • Share personal templates and flows with others

Enablement

Control enablement content management:

  • Create and manage company templates and flows
  • Create and manage personal enablement templates and flows
  • Share personal enablement content

CRM Management

  • Import CRM fields: Add new fields from your CRM to Bigmind
  • Update CRM fields: Modify existing CRM field values through Bigmind

Data Export

  • Export reports to CSV: Download meeting, team stats, and coaching reports

AI Agents

  • Create AI agents: Build new agents for automation
  • Manage AI agents: Configure, update, and delete agents
  • View agent chats: Review all agent conversations

Assigning Permission Policies

There are two ways to assign a permission policy:

From the Permissions Page

  1. Go to Settings > Permissions
  2. Click the menu on a policy and select Assign users
  3. Select the team members to assign
  4. Review and confirm the changes

From the Team Members Page

  1. Go to Settings > Team Members
  2. Click on a member to open their profile
  3. Go to the Access tab
  4. Select a permission profile from the dropdown

Note: Each team member can only have one permission profile at a time. Assigning a new profile replaces the previous one.

Example: Sales Enablement Access

Here's how to set up cross-functional access for a sales enablement team:

  1. Create a "Sellers" team and add all your sales reps to it
  2. Create a permission policy called "Sales Enablement" with:
    • Meetings: Selected teams → select "Sellers"
    • Coaching: Selected teams → select "Sellers"
    • Insights: Selected teams → select "Sellers"
    • Enablement: Enable company template management
  3. Assign the policy to your sales enablement team members

Now your enablement team can view seller meetings, scorecards, and coaching analyses to create better training content—while your access controls stay tight.

Best Practices

  • Start with teams: Set up your team hierarchy first, then create policies that reference it
  • Use descriptive names: Name policies after the role or team they're for (e.g., "Sales Manager", "Sales Enablement")
  • Add descriptions: Document what each policy is for and who should be assigned to it
  • Review regularly: Audit your permission assignments quarterly to ensure they're still appropriate
  • Principle of least privilege: Give team members the minimum access they need to do their job