Orbis is built for teams. Most data in your workspace is shared across the organization, but some things — like your personal inbox — stay private. This page explains what’s shared, what’s not, and how to collaborate.
What’s shared
When you’re part of an organization, the following data is visible to all members:
| Data | Shared? | Details |
|---|
| Contacts | Yes | All contacts belong to the organization |
| Companies | Yes | All companies belong to the organization |
| Boards | Yes | All boards and their tasks are visible to the team |
| Campaigns | Yes | Campaign status, drafts, and response tracking |
| Agents | Yes | All agents and their activity |
| Custom objects | Yes | All custom object records |
| Organization notes | Yes | Notes with visibility set to “Organization” |
| Organization tasks | Yes | Tasks with visibility set to “Organization” |
| Comments | Yes | All comments are visible to organization members |
What’s private
| Data | Private? | Details |
|---|
| Inbox | Yes | Your Gmail threads are only visible to you — other members cannot see your email |
| Calendar | Per account | Each member sees events from their own connected Google accounts |
| Private notes | Yes | Notes with visibility set to “Private” are only visible to the author |
| Private tasks | Yes | Tasks with visibility set to “Private” are only visible to the creator |
Your email inbox is never shared with other organization members. Even if multiple team members connect Google accounts, each person only sees their own threads.
- Click the comments icon on any record to open the comment sidebar
- Type a comment and press Enter to post
- @mention team members to notify them directly
- React to comments with emoji reactions
- Reply to create threaded conversations
- Resolve a comment thread when the discussion is complete
Use the filter dropdown in the comment sidebar to view:
- All comments — everything on this record
- Open — unresolved threads
- Resolved — completed discussions
Use @mentions to bring a teammate’s attention to a specific contact, task, or note. They’ll receive a notification with a direct link.
Task assignment
Tasks can be assigned to any team member in your organization.
- When creating or editing a task, choose an assignee from the team member dropdown
- The assignee sees the task in their own Tasks view
- They receive a notification when assigned and when the task is due
- Tasks default to assigning to yourself, but you can change this at any time
Tasks on boards can also be picked up by AI agents. See Tasks and Boards for details.
Notes visibility
When creating or viewing notes, you can toggle between two visibility modes:
- Private — only visible to you (the default)
- Organization — visible to all members of your organization
Use the visibility toggle in the notes list to switch between viewing your private notes and organization-wide notes. This lets teams share meeting notes, research, and context while keeping personal notes separate.
Best practices
- Use organization visibility for notes about contacts that the whole team interacts with — meeting summaries, deal context, relationship history
- Keep private anything personal — draft thoughts, personal reminders, sensitive notes
- @mention teammates on comments rather than sending a separate message — it keeps context attached to the record
- Assign tasks to specific team members when accountability matters, or leave them unassigned on a board for agents to pick up
