Can I make leads private?

⚠️ Nextiva CRM has been retired from the Nextiva product offerings and is currently not available to new users. 

Yes! Making Leads private preserves the integrity of a business’s sales process by eliminating the opportunity for sales representatives to take over the Leads of others. Nextiva CRM provides the capability of making Leads private so no one but the owner of a Lead can view, edit, or delete it.

To make Leads private, Administrators must create a role with Owner Only permissions in Nextiva CRM and apply it to Users.  The role details the permissions for Users assigned to it. A role with Owner Only permissions allows only the owner to perform specific actions on a record type.

For Users who are not listed as the owner of the Lead, the Lead will not:

  • Appear in searches
  • Appear in table views (i.e. the list of Leads)
  • Be listed as a related record (i.e. the Lead won’t appear to be associated with a Contact)
  • Be accessible via a direct link


Creating a Role with Owner Only Permissions


Creating a Role with Owner Only Permissions


  1. Visit, and click Login to log in to NextOS.
  2. From the NextOS Home Page, select CRM.
  3. Click the Administration Tools (wrench) icon at the top-right corner of the Nextiva CRM window.
  4. Under People in the left navigation panel, select Roles & Permissions.
  5. From the Roles and Permissions page, click the Create role button.
  6. Enter a name for the role in the Role Name field.
  7. On the Records & Access tab, scroll down to Sales Access and click the toggle switch to turn On access to Sales.
  8. Select the Owner Only option from the drop-down lists for View, Add and edit, and Delete.

NOTE: Users must have permission to edit a record in order to delete it.

  1. Click Save.


Assigning a Role to a User


Assigning a Role to a User


  1. Under People in the left navigation panel, select Users.
  2. Hover over the desired User, click Actions, and select Edit Profile.
  3. Select the desired role from the Role drop-down menu.
  4. Click Save.


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