How teammates get OutboundSync account access
When to use this guide: Use this guide when a coworker signed up with their own email and cannot see the Salesforce- or HubSpot-backed OutboundSync workspace you already connected.
OutboundSync login and CRM connection answer different questions. Signing in with a new email creates a personal OutboundSync profile. Connecting Salesforce or HubSpot scopes the CRM workspace that owns webhook receivers and synced activity. Teammates do not automatically inherit that workspace by signing up on their own.
What your sign-up email creates
Section titled “What your sign-up email creates”- Go to app.outboundsync.com and complete passwordless email login.
- On first successful login with a new address, OutboundSync creates an account for that email.
That login identity is separate from the Salesforce or HubSpot user who later completes OAuth. See Create your OutboundSync account for the sign-in flow.
What the CRM connection scopes
Section titled “What the CRM connection scopes”When someone connects Salesforce or HubSpot from OutboundSync:
- The OAuth user is the CRM identity used for the Connected App / integration session.
- Webhook receivers and sync configuration for that CRM live on the OutboundSync profile that completed (or owns) that connection.
- On Salesforce, Created By on API-written records reflects the Salesforce user who completed OAuth — not every OutboundSync teammate who can view the UI. Details: Identifying OutboundSync activity in Salesforce.
Signing up with a second email (for example moving from a personal work address to a shared ops address) does not by itself attach that new login to the existing Salesforce- or HubSpot-backed workspace.
Adding teammates after CRM connect
Section titled “Adding teammates after CRM connect”Use this path when a teammate needs to see the same webhook receivers, logs, and CRM-backed configuration:
- Complete Salesforce or HubSpot connection on the primary OutboundSync account that should own the integration (often a dedicated admin or integration user email).
- Have each additional teammate sign in once at app.outboundsync.com with their work email so OutboundSync knows the address.
- Contact support and ask to permission those users onto the connected account. Include:
- The primary account email that completed CRM OAuth
- Each teammate email that should gain access
- Whether they need admin-level access to webhooks and Connected Accounts
Until support permissioning is complete, a teammate who only signed up with a new email will see their own empty (or separate) OutboundSync profile — not the Salesforce/HubSpot workspace you set up on the call or during onboarding.
OutboundSync users vs Salesforce OAuth user
Section titled “OutboundSync users vs Salesforce OAuth user”| Role | What it controls |
|---|---|
| OutboundSync app users | Who can sign in and (after permissioning) view or manage webhook receivers, logs, and settings for the connected workspace |
| Salesforce (or HubSpot) OAuth user | Which CRM identity authorized the integration; on Salesforce, who appears as Created By on synced records |
Keep the Salesforce OAuth user active. Deactivating that CRM user breaks the integration even if OutboundSync app users remain — see Disconnect CRM after connecting to OutboundSync?.
Webhook owner (who owns newly created Leads/Tasks) is a separate setting on each receiver and is not the same as granting a teammate OutboundSync UI access.
Agencies and consultants connecting a client CRM — including multi-client setups and post-engagement handoff — should follow Agency and consultant access handoff.
Practical tips
Section titled “Practical tips”- Prefer a durable company or integration email for the primary OutboundSync login when multiple people will operate the account.
- Connect Salesforce with a Salesforce admin (or dedicated integration user) that will remain active.
- After permissioning, teammates use their own email login — they should not share a single mailbox OTP unless that is an intentional shared-inbox setup.
