Who can use this: Tech admin
Available on: Gong Engage
Give your team access to Engage in two steps: assign a seat, which gives someone access to Engage, then set permissions, which control what they can do inside it.
Assign seats before permissions, since permissions only take effect once a seat is in place.
These steps are part of the Engage setup sequence. For the full process, see Setting up Gong Engage.
Before you begin
Check how many Engage seats your company has available. Learn more about plans and seats.
Decide which permission profile each person belongs in. Permissions are set for the permission profile, not for the individual, so everyone sharing a permission profile gets the same Engage access.
Know what each permission does before you select it. This article covers which permissions suit which role. To learn more about each individual setting, see available permission settings.
Give someone Engage access
Assign the seat on the team member's record, then set permissions on the profile that person belongs to.
Assign an Engage seat
Do this first for each team member who needs Engage.
To assign an Engage seat:
From the left sidebar, click Admin center.
In the Settings tab, click Team members under the People card.
Search for and select the team member to open their profile panel.
Under Seats, click the Engage toggle to enable it.
Click Save changes.
Set Engage permissions
Engage permissions live on the permission profile, so changing them affects everyone assigned to that profile. If one person needs different access from the rest of their team, they need a different profile.
To set Engage permissions:
From the left sidebar, click Admin center.
In the Settings tab, click Permission profiles under the People card.
Select the profile you want to change, or click ADD PROFILE to create a new one.
Select the permissions you want this profile to have under Engage, then click UPDATE PROFILE.
Note:
Which to-dos someone can see is not controlled under Engage. It comes from their Calls, Emails, and Deals access. If a rep cannot see the to-dos you expect, or can see more than you intended, check those three rather than the Engage permissions.
Choose permissions by role
Engage permissions fall into two groups: personal content for reps running their own outreach, and company-level content for admins setting up shared resources. Use these as a starting point.
Reps
A rep needs the following permissions to build and run their own outreach:
Create and manage personal flows: Required for a rep who builds their own flows.
Share personal flows: For reps who share their own flows with teammates.
Create and manage personal templates and blocks: Required for a rep who builds their own templates and blocks.
Share personal templates and blocks: For reps who share that content with teammates.
Managers
Managers get everything in the rep set, plus the ability to act on their team's work.
Managers can snooze, assign, and reassign flows and to-dos for their team by default with no extra permissions required. You only need to grant Snooze flow to-dos for others, Assign flows and to-dos to others, or Reassign flows and to-dos to someone who is not a manager but needs to do these things, such as an operations specialist.
Managers also need Deals access to see their team's to-dos rather than only their own.
Business admins
A business admin sets up what the whole company uses, so their permissions are the company-level ones.
Create and manage company flows: For flows the whole company can use.
Create and manage flow rulesets: For the rules that control flow behavior across multiple flows.
Create and manage company templates and blocks: For shared content.
Select which CRM fields are displayed in Engage: For control over which CRM fields they see and in what order in the contact panel, Accounts, and Pipeline.
Check what someone can access
Access problems usually come from a seat or permission being missing. Check both before changing anything.
If someone cannot open Engage at all, first check that they have an Engage seat.
When they can open Engage but a specific action is missing, check the Engage section of their permission profile.
When the problem is which to-dos or records they can see, check their Calls, Emails, and Deals access instead.
If they cannot reach Engage analytics, check the Engage analytics permission under Pages rather than the Engage actions. Its three pages, Activity, Performance and Flows, can each be turned on there.
Warning:
Removing a seat ends that person's active flows and cancels their scheduled auto emails, and their personal flows, templates, and blocks are permanently deleted when the account is deactivated. Move anything worth keeping and reassign their open work first. Learn more about offboarding a team member from Engage.
Frequently asked questions
Why can't a rep see their teammates' to-dos?
To-do visibility comes from Calls, Emails, and Deals access rather than from the Engage-specific permissions, so a rep with full Engage actions but narrow Deals access still sees only their own to-dos. Widen those three to let them see other people's.
Can I give one person different Engage access from the rest of their team?
Not within the same permission profile. Permissions apply to everyone on the profile, so that person needs their own profile. Check how many profiles your plan allows before creating one. Learn more about permission profiles.