Keep Customer Data Clean and Access Controlled
Keep customer records accurate and make sure only the right people can see them — so your team works from one clear source of truth and customer data never drifts where it shouldn't. This page covers duplicate prevention, ownership hygiene, and role-based access.
Use This Page For
- Reviewing who can access customer records.
- Avoiding duplicate contacts and leads.
- Keeping owners, sources, stages, and statuses accurate.
- Updating customer details after calls, meetings, or visits.
- Keeping notes useful for future review.
- Handling documents and attachments carefully.
Who Is Responsible
| Role | Responsibility |
|---|---|
| Sales user | Keep assigned records accurate, search before creating duplicates, and log factual updates. |
| Manager | Review ownership, stale records, overdue activity, and team visibility. |
| Admin | Configure roles, teams, fields, imports, exports, and access rules. |
| Compliance owner | Review consent, access hygiene, communication behavior, and audit-ready activity. |
Good Data Hygiene
- Search before creating a new contact.
- Keep one primary owner clear for active work.
- Use consistent source and stage values.
- Add factual notes rather than vague updates.
- Remove stale or incorrect details when you have confirmed better information.
Search Before Creating a Record
Before adding a new contact or lead, search by phone, email, name, and alternate spelling. Duplicate records split activity history and make it harder for managers to understand the real customer journey.
If you find a possible duplicate, follow your team's merge, update, or escalation process. Do not create a second record just because one field is incomplete.
Keep Ownership Clear
Every active lead, contact, task, deal, or visit should have a clear owner. If a record is unowned, assigned to the wrong person, or still owned by someone who left the team, managers may miss work that needs attention.
Check ownership especially after imports, team changes, territory changes, campaign handoffs, and field assignment changes.
Access Hygiene
- Give users access based on their role.
- Review admin and manager access regularly.
- Remove access for users who no longer need the workspace.
- Escalate if a user can see records they should not access.
- Avoid shared logins so activity history stays attributable.
- Review export access for users who handle large customer lists.
- Confirm managers can see only the teams they are expected to manage.
Data Quality Review Checklist
Use this checklist during weekly or monthly operations review:
- Records with missing owners.
- Duplicate contacts or leads.
- Stale stages or statuses.
- Contacts with missing phone, email, or required fields.
- Deals without next activity.
- Tasks overdue for multiple days.
- Users with admin or export access.
- Inactive users who still have workspace access.
Related Guides
| Guide | Description |
|---|---|
| Create and Update a Contact | Keep customer records accurate. |
| Import Contacts | Import data without creating avoidable quality problems. |
| Users and Permissions | Manage user access and team visibility. |
| Compliance Reports and Analytics | Review access, stale records, and communication signals. |
Troubleshooting
Most issues on this page are an admin matter, not a support ticket: if you can see records outside your team, can't reassign an unowned record, or a departed user still has access, raise it with your admin — roles, teams, and visibility rules are all in their hands.
Contact Brixi support only if access doesn't match what the role settings say it should — for example, a user still sees records after their access was removed. Include the user, the record, and what the role configuration says.