Team Collaboration

Overview

Team Collaboration in SalesOS brings your entire revenue team together on shared deals, accounts, and contacts. With @mentions, shared notes, internal comments, threaded discussions, and real-time activity feeds, everyone stays informed and aligned without switching between tools.

Modern B2B sales involves multiple stakeholders on both sides of the deal. SalesOS collaboration features ensure that account executives, solutions engineers, customer success managers, and executives can all contribute context, share insights, and coordinate actions within the CRM itself.

@Mentions

@mentions let you pull colleagues into conversations, surface relevant information to the right people, and create accountability around specific items.

Where You Can @Mention

• Notes — mention a teammate in an account or deal note to notify them of relevant context
• Deal Comments — tag a colleague in a deal comment to ask a question or flag a concern
• Task Descriptions — mention someone in a task to provide context beyond the assignee
• Activity Log Entries — reference colleagues when logging calls or meetings they participated in
• Internal Comments — mention teammates in private comments that customers cannot see

How @Mentions Work

Type @ followed by the person's name in any supported text field. SalesOS displays an autocomplete dropdown showing matching team members with their role and avatar. Select the person to insert the mention.

When mentioned, the recipient receives:

• An in-app notification with a link to the exact context
• An email notification (configurable per user)
• A Slack DM (if Slack integration is enabled)
• A badge on their notification bell until acknowledged

Mention Groups

You can mention entire teams or roles:

• @sales-team — notifies all members of the sales team
• @managers — notifies all users with the Manager role
• @account-team — notifies everyone assigned to the current account
• Custom groups defined in Settings > Teams > Mention Groups

Shared Notes

Shared notes provide a collaborative workspace for capturing and organizing information about accounts, deals, and contacts.

Creating Shared Notes

Navigate to any account, deal, or contact record and select the Notes tab. Click New Note to create a collaborative note. Notes support:

• Rich text formatting (headings, bold, italic, lists, code blocks)
• Inline images and file attachments
• @mentions to notify teammates
• Checklists with assignable items
• Tables for structured information
• Links to other CRM records

Collaborative Editing

Multiple team members can view and edit the same note. SalesOS provides:

• Real-time cursors — see where colleagues are typing
• Change attribution — each paragraph shows who last edited it
• Version history — view and restore previous versions of any note
• Conflict resolution — simultaneous edits are merged automatically

Note Templates

Create note templates for recurring scenarios:

Note Organization

• Pin important notes to the top of the notes list
• Tag notes with categories (meeting, strategy, competitive, technical)
• Search across all notes from the global search bar
• Filter notes by author, date range, or tag
• Link notes to specific deal stages for stage-appropriate context

Internal Comments

Internal comments are private team discussions attached to records that are never visible to customers, even when using customer-facing features like Deal Rooms or Customer Portal.

Use Cases for Internal Comments

• Discussing pricing strategy on a quote before sharing with the prospect
• Flagging concerns about a contact's engagement without it appearing in external communications
• Coordinating internally on a complex support issue
• Sharing competitive intelligence discovered during a conversation
• Debating deal strategy among the account team

Internal vs External Indicators

SalesOS clearly distinguishes internal and external content:

• Internal comments display a lock icon and a subtle background color difference
• A clear label reads "Internal - not visible to customers"
• When composing, a toggle switches between internal and external mode
• Default mode is configurable per organization (most choose internal by default for safety)

Comment Features

• Thread replies for focused sub-conversations
• @mentions to notify specific colleagues
• Emoji reactions for lightweight acknowledgment
• File attachments (documents, screenshots, recordings)
• Code snippets with syntax highlighting
• Markdown formatting support

Team Activity Feed

The team activity feed provides a real-time stream of everything happening across your accounts and deals. It serves as a central nervous system for the revenue team.

Feed Content

The activity feed captures:

• Deal stage changes and updates
• New notes and comments added
• Tasks created, completed, or overdue
• Emails sent and received
• Meetings scheduled and completed
• Calls logged with summaries
• Documents shared or signed
• Health score changes
• Assignment changes
• Integration events (form submissions, ad interactions)

Feed Views

Feed Controls

• Filter by activity type — show only emails, only stage changes, only comments, etc.
• Filter by team member — see what a specific colleague has been doing
• Filter by time range — today, this week, this month, custom
• Follow/unfollow records — subscribe to updates on any record without being assigned
• Mute specific records — temporarily suppress noise from high-activity records
• Mark as read — clear notification indicators on acknowledged items

Real-Time Updates

The activity feed updates in real time via WebSocket connections. New activities appear at the top of the feed with a subtle animation. A "new activity" banner appears when you have scrolled down, letting you jump back to the latest.

Deal Collaboration

Complex deals involve multiple people from your organization. SalesOS provides structured deal collaboration features to coordinate effort.

Multiple Reps on a Deal

Assign multiple team members to a single opportunity with defined roles:

Deal Strategy Board

Each opportunity includes a strategy board where the team can:

• Define win themes and value propositions
• Map the buying committee and influence dynamics
• Track competitive threats and positioning
• Document objections and planned responses
• Outline the mutual action plan
• Set internal milestones distinct from the customer-facing timeline

Deal Alerts

Configure alerts for deal team members:

• Stage change notifications
• Stalled deal warnings (no activity for N days)
• Close date approaching
• Competitor mentioned in communications
• Key stakeholder engagement drop
• Large deal threshold crossed

Account Teams

Account teams define who is responsible for each customer relationship and in what capacity.

Defining Account Team Roles

Navigate to any account record and select Team to configure the account team:

• Account Owner — primary commercial relationship holder
• Customer Success Manager — ongoing value realization and retention
• Solutions Engineer — technical advisory and integration support
• Executive Sponsor — strategic relationship at the leadership level
• Support Lead — escalation point for support issues
• Partner Manager — coordinates with channel partners (if applicable)

Role-Based Permissions

Account team roles can grant different levels of access:

• Full access — view and edit all account data
• Read access — view all data but cannot modify
• Limited access — view only specific sections (e.g., executive sponsor sees summary and health only)
• Notification only — receives alerts but does not access the record directly

Automatic Team Assignment

Configure rules to automatically assign team members based on:

• Account segment or tier (Enterprise gets an executive sponsor)
• Industry (healthcare accounts get a specialized CSM)
• Region or territory
• Product purchased
• ARR band

Notification Preferences

Each user controls how and when they receive collaboration notifications:

Channel Preferences

Digest Mode

For high-volume notifications, users can opt into digest mode: instead of individual alerts, they receive a consolidated summary at a chosen frequency (hourly, twice daily, or daily).

Do Not Disturb

Set quiet hours during which non-urgent notifications are held and delivered when DND ends. Critical alerts (deal closed, escalation) bypass DND.

File Sharing

Share documents, presentations, recordings, and other files directly within SalesOS:

• Drag and drop files into notes, comments, or the files tab on any record
• Version control — upload new versions of the same document; previous versions remain accessible
• Preview — view PDFs, images, slides, and videos inline without downloading
• Permissions — control whether attached files are visible to customers (via Deal Rooms) or internal only
• Storage — files are stored securely with encryption at rest; configurable retention policies apply

Threaded Discussions

Long conversations stay organized with threaded replies:

• Any comment can spawn a thread for focused discussion
• Thread participants receive notifications only for that thread (not the entire record)
• Threads can be resolved (collapsed) once the discussion reaches a conclusion
• Resolved threads remain searchable and viewable by expanding them
• Thread summaries appear in the activity feed as a single line item

Integration with Slack and Microsoft Teams

SalesOS integrates bidirectionally with team messaging platforms:

Slack Integration

• CRM notifications in Slack — deal updates, mentions, and alerts post to designated Slack channels
• Slash commands — use /salesos in Slack to look up accounts, log activities, or update deal stages without leaving Slack
• Channel linking — link a Slack channel to a specific account or deal so all messages in that channel are captured as context in SalesOS
• Thread sync — reply to a SalesOS notification in Slack and the response appears as a comment in SalesOS

Microsoft Teams Integration

• Adaptive cards — rich notification cards in Teams with action buttons (approve, comment, view)
• Tab integration — embed SalesOS account or deal views as tabs in Teams channels
• Bot commands — query CRM data and perform actions via the SalesOS bot in Teams
• Meeting context — SalesOS surfaces relevant account information in Teams meeting side panels

Best Practices

• Default to internal. Set your organization's default comment mode to internal to prevent accidental disclosure of sensitive strategy to customers.
• Use structured note templates. Consistency across the team makes notes more findable and useful. Templates ensure critical information is always captured.
• Define account team roles explicitly. Ambiguous ownership leads to dropped balls. Every account should have a clearly defined team with named individuals in each role.
• Keep the activity feed actionable. Follow records you are actively working on, but unfollow completed deals and inactive accounts to reduce noise.
• Leverage @mentions instead of email. Context stays with the record when you mention colleagues in SalesOS rather than sending a separate email that lives outside the CRM.
• Resolve threads when concluded. Collapsed threads reduce visual clutter and signal to the team that a topic has been addressed.
• Set notification preferences early. Encourage every team member to configure their notification channels during onboarding to prevent either overwhelm or missed alerts.
• Use the Slack integration for speed. Quick updates and acknowledgments are faster in Slack; deep discussions and strategy should live in SalesOS notes and comments.
• Review shared notes before customer meetings. The collaborative note on an account often contains recent context from other team members that is relevant to your conversation.
• Audit file permissions quarterly. Ensure that sensitive files (pricing, competitive analysis) remain internal-only and have not been inadvertently shared to customer-facing surfaces.