Outreach Governance Profile Settings Overview

Created by Aye Myat, Modified on Mon, 9 Feb at 11:02 PM by Alsabana Sahubarali

Note: Feature(s) Pending Rollout

Features and functionality described on this page are part of our February 2026 release, which is rolling out to eligible customers February 12-March 13, 2026. See our Release Notes here to learn more.

Objective

Begin configuring governance profiles in your Outreach settings as an Admin. Profiles are configured in Outreach to allow or deny certain activity to users within the platform. This dictates what a user can and cannot do in the system. As an example, if you want a specific group of users, such as Content Creators, to be able to edit Sequences, Rulesets, Delivery Schedules, and/or Templates, but not be able to edit Prospect records, then you can create a profile specifically for them. This profile would be configured differently from someone like an SDR, who you may not want to permit the ability for them to create their own sequences, but should still be able to edit Prospect records they own and manage.

Applies To

Outreach Admins

Before you begin

Only Outreach Admins can update Governance Profile Settings

Procedure

Access the Outreach Platform as an Admin.
Click Administration.
Click User Management > Access Control.
On the resulting Profile tab, do one of the following:
- Configure an existing profile: Find and click the applicable profile to update from the list
- Configure a new profile: Click the Add Profile button in the upper right to add a new profile.
Proceed with configuration based on the profile types and permissions described below.

Profile Types & Permissions

Out of box, Outreach provides the following Profiles:

Admin - Non-editable display of Admin permissions
Default - The profile Admins configure as a “default user” profile

The following are the default permission areas available for Profile configuration in Outreach:

Administration
Prospects
Accounts
Opportunities
Purchases
Activities
Success Plans
Sequences
Tasks
Snippets
Templates
Sales intelligence tiles
Smart views
Forecasting and pipeline management
Kaia meetings
Kaia content cards
Kaia coach cards
Coaching metrics
Meetings
Mail
Calls
Reports

Based on your organization’s needs, custom profiles and permissions may be added.

Administration

The Administration section provides Outreach Admins the ability to configure permissions for the following:

Option	Description
Users and Profiles	Permits or denies the ability to create, manage, and configure profiles, and grant access to Admin-specific categories.
Plugins	Permits or denies access to the organization’s CRM.
Triggers	Permits or denies the ability to create and configure Triggers.
Teams and Collections	Manage teams and content collections; add members to a Team, create content collections, or add content collections to a team.
Kaia	Manage the admin settings for Kaia; choose the meeting provider, update Kaia user permissions, add vocabulary, enable summaries, or enable Smart Meeting and Call Assist
Custom Topics	Permits or denies the ability for users to create and manage Kaia Custom Topics
Rulesets	Permits or denies the ability to create and configure Rulesets.
Phones	Permits or denies the ability to delete or assign owners to phone numbers being used within Outreach (for Basic and Advanced Voice subscription users).
Branded URLs	Permits or denies the ability to add a Branded URL to the Outreach org.
Export from Outreach	Permits or denies the ability to export data from Outreach.
Insert HTML	Permits or denies the ability to add custom HTML widgets to templates and snippets.

Record Visibility

Outreach Admins have the ability to grant or deny visibility to the following Outreach records:

Prospects
Accounts
Grant visibility to prospects in accounts - Permit or Deny
Opportunities
Tasks
Calls
Meetings
Bulk Actions
Imports
Outbox
Smart Views

Each record’s visibility permissions are described as follows:

Option	Description
All records	Users will have access to all records regardless of ownership.
Owned and Reports’ Records	Users will have access to only records owned by them and their reports.
Owned Records	Users will have access to only their owned records.
Owned and Peers' Records	Users will have access to only records owned and records owned by Users with the same Role.

Prospect Engagement

Contact based on prospect ownership: "all records" allows user to contact prospects they do not own, "owned records" allows user to contact only prospects they own.
Contact based on account ownership: similar to prospect ownership, only this is if the user owns the account, rather than the prospect.

Soft Delete

Option	Description
View Recycled Prospects	See Prospects who have been flagged by our Inbound Merge and Delete feature.
Undelete Prospects	Restore Prospects who have been flagged by our Inbound Merge and Delete feature.
View Recycled Accounts	See Accounts who have been flagged by our Inbound Merge and Delete feature.
Undelete Accounts	Restore Accounts who have been flagged by our Inbound Merge and Delete feature.

Prospects

Outreach Admins have the ability to grant or deny Users permissions

Option	Description
CSV Import	Permits or denies the ability to create bulk Prospects via .csv file.
Salesforce Sandbox Report Import	Permits or denies the ability to create bulk Prospects via a Salesforce report.
Large Bulk Actions	Permits or denies taking large action in Outreach. For more information regarding prospect bulk actions refer to the Outreach Prospect Bulk Actions Overview article.
Delete Email Data	Permits or denies the ability to delete emails recorded in Outreach.
Revert Opt Out	Permits or denies the ability for an Outreach User to revert Prospects from an opt-out status. Note:

Accounts

Outreach Users store information about customers in Outreach using Accounts and Prospects. Accounts can best be described as companies, and Prospects are those who work for said companies.

Accounts in Outreach allow Users to connect and view data for all Prospects associated with a specific account. Once Prospects are added to an Account, Outreach Users can view data-driven insights alongside open and historical Prospect tasks, emails, calls, sequences, and activity.

Outreach Admins have the ability to grant or deny Outreach Users permissions required to create an Account.

Opportunities

Outreach Admins can grant or deny Opportunity permissions to Outreach Users as follows:

Option	Description
Can use opportunities	Permits or denies the ability to access and use opportunities.
Create	Permits or denies the ability to create new opportunities.
Edit	Permit or denies the ability to edit opportunities.
Activities get associated with opportunities	Permits or denies the ability to associate completed tasks with opportunities.
Association dropdown	Permits or denies the ability to select an opportunity for the association when creating tasks for a prospect with opportunities.

Success Plans

Outreach Success Plans are a shared space for Users to stay aligned with Prospects during complex deals and onboarding. Success Plans eliminate the need for sales teams to rely on fragmented email threads or shared spreadsheets to manage opportunities and provide a centralized hub for all the information exchanged throughout the process.

Outreach Admins can permit or deny permissions to use Success Plans as applicable.

Sequences

Sequences are a series of touch points built to drive engagement with a Prospect. Sequences are a guide to ensuring the right sales activities are conducted and communications are sent to build a sales pipeline and close deals.

Outreach Admins can grant or deny Outreach Users the following Sequence permissions:

Option	Description
View Private Sequences	Permits or denies the ability to view sequences: Sequences owned by user - only the sequence owner can view the sequence. Sequences owned by user or its subordinates - the sequence owner can view sequences owned by subordinates.
Create	Permits or denies the ability to create sequences.
Edit	Permits or denies the ability to edit sequence other than sequences owned by the individual.
Enable Sequences	Permits or denies to enable a sequence.
Sharing Sequences	Permits or denies the ability to share sequences v. keeping sequences private
Use Custom Rulesets	Permits or denies the ability to create a custom ruleset for a specific sequence.
Add more templates per step than the organization's set limit	Permits or denies the ability to add more active templates per step then the org limit.

Tasks

Outreach provides Outreach Users the ability to manage four types of tasks:

Email
Call
Meet in Person
Action Item/Generic Task

Outreach Admins can grant or deny permissions to Outreach Users to modify other Outreach User’s tasks.

Snippets

Snippets are small pieces of text or an image used to help craft and personalize emails quickly. Outreach Admins can grant or deny the following permissions to Outreach Users:

Option	Description
View Private Snippets	Permits or denies the ability to view snippets: Snippets owned by user - only the snippet owner can view the sequence. Snippets owned by user or its subordinates - the snippet owner can view snippets owned by subordinates.
Create	Permits or denies the ability to create snippets.
Edit	Permits or denies the ability to edit snippets.
Share	Permits or denies the ability to share snippets.

Templates

Templates provide Outreach Users with quick access to content frequently used in sequences, one-off, and single-compose emails.

Outreach Admins can grant or deny the following permissions to Outreach Users:

Option	Description
View Private Templates	Permits or denies the ability to view templates: Templates owned by user - only the template owner can view the template. Templates owned by user or its subordinates - the sequence owner can view templates owned by subordinates.
Create	Permits or denies the ability to create a template.
Edit	Permits or denies the ability to edit a template. Note: Only Admins can change the template owner, users cannot change the template owner even if they're permitted to edit templates.
Share	Permits or denies the ability to share templates.

*Note: Whether a user is considered a manager or a rep is determined by their location within the User Rollup.

Meeting Types

Meeting types are beneficial for recurring meetings that have the same meeting details. These are templates that you can select from a drop-down menu when creating different kinds of meetings to automatically fill in the basic information that's required. Outreach Admins can grant or deny the following permissions to Outreach Users.

Option	Description
View Private Types	Permits or denies the ability to view meeting types: Meetings owned by user - only the template owner can view the meeting. Meetings owned by user or its subordinates - the meeting owner can view meeting owned by subordinates.
Create	Permits or denies the ability to create a meeting types.
Share	Permits or denies the ability to share meeting types.

Sales Intelligence Tiles

Outreach Users have the option to tailor which tiles appear on their Prospect and Account layouts. Outreach Admins can grant or deny the following permissions to Outreach Users:

Option	Description
View Private Layouts	Permits or denies the ability to view layouts: Layouts owned by user - only the layout owner can view the layout. Layouts owned by user or its subordinates - the layout owner can view layout owned by subordinates.
Create	Permits or denies the ability to create a template.
Share	Permits or denies the ability to share templates.

Meetings

Outreach Admins have the ability to grant or deny the following meeting permissions to Outreach Users:

Option	Description
Can use meetings	Permits or denies access to the meeting features in Outlook and Gmail. If this setting is denied, the individual will not see anything in Outreach or Gmail related to Outreach meetings.
Content Cards	Permits or denies the ability to create content cards.
Create	Permits or denies the ability to create meetings.
Edit	Permits or denies the ability to edit meetings.
Delete	Permits or denies the ability to delete meetings.

Outreach Kaia

When a user’s profile has this set to “permitted”, that user will be able to modify the visibility of recordings that they currently can access. If a user with this setting has it set to “permitted” then any recording they can view, they can modify.

If a non-admin user with this setting set to “permitted” modifies the visibility of a recording to “Private to invitees” and they were not an invitee to that meeting, they will lose visibility of that meeting.

Admin users can always view all recordings in their org, regardless if a meeting recording is set to “Private to invitees.”

Calls

Outreach Voice provides Outreach Users the ability to contact Prospects from within the platform. Outreach Admins can grant or deny Voice permissions to Outreach Users as follows:

Option	Description
Can use voice	Permits or denies the ability to access and use voice.
Local Presence	Permits or denies the ability to use a local presence phone number.
Live Listen	Permits or denies the ability to monitor a call.
Recordings	Permits or denies the ability to record calls.
User Manual Phone Purchase	Allows users to purchase a phone number.
Show Two Party Consent Dialog	Controls if the Two Party Consent Dialog will appear or not before making calls.
Text	Allows users to text

Mail

Mail Tracking

Permits or denies the ability to use open/click link tracking: Allows user to turn on tracking ability.

Mailboxes

Send from: "owned records" allows users to send only from their mailbox, "Owned and reports' records" allows users to send from their own mailbox and those of users below them in role hierarchy, "All Records" allows users to send from any mailbox available within your org instance.

Note: Email reporting options will be constrained to what emails the user has access to see in the Outbox.

Email Send Limit

Email limits determine how many emails:

The selected Profile group can send from Outreach each day/week
Per User mailbox in the selected Profile group can send each day/week

Email limits set here will override Org level email limit setting. If email limit is not set, it will automatically inherit Org level settings.

Note: Individual Users cannot set their email limit higher than the limit set by admin from this setting. User's personal mailbox limit will be enforced if it is lower than the Profile setting email limit.

Unrelated Emails Using Outreach

Unrelated Emails is defined as mailings where the user is not the sender or recipient of the mailing (to/cc/bcc) sent via Outreach. When this permission is denied, the user will not be able to view any mailings in Outreach he/she is not a part of that were delivered via Outreach.

Unrelated Emails Using Not Outreach

Similar to "Unrelated emails using Outreach" but this will also be applied to any mailings that were not delivered via Outreach. For example if the mailing was pulled in via email sync.