Workspace Setup & Team Management

Content Type: Getting Started / How-To

8.1 Workspace setup checklist

Most teams are up and running in under an hour. Follow these steps in order.

Step 1 — Connect your email and calendar Settings → Mail and Calendar → connect your Gmail or Microsoft Outlook account → grant all permissions (mail, calendar, contacts) → set your record creation mode (Selective recommended) → add any domains to Do Not Track (investors, legal counsel, etc.).

Step 2 — Enable meeting recordingSettings → Account → Recording → select "Record external meetings." Optionally customize the notetaker's display name and image in Settings → Workspace → Meetings.

Step 3 — Invite your teamSettings → Members → Invite via email → add teammates and assign roles. Ask each person to connect their own email and calendar.

Step 4 — Set up your Knowledge baseKnowledge (left sidebar) → add a document about your company: what you sell, your pricing, your ICP, your sales process. The more context you add, the smarter Lightfield's summaries, deal scores, and agent responses become.

Step 5 — Import existing data (optional) Upload a CSV of accounts, contacts, or deals via the agent chat. Import order: Accounts → Contacts → Opportunities. Or connect the Stripe integration to pull in customer data automatically.

Step 6 — Customize your opportunity stagesSettings → Opportunities (admin only) → rename or reorder stages to match your sales process. Add entry/exit criteria to your Knowledge base so Lightfield can suggest stage changes automatically.

Step 7 — Explore skillsSkills (left sidebar) → run Active Opportunities Report for a baseline view of your pipeline, and Daily Briefing each morning to stay on top of activity.

8.2 Manage team members and permissions

Invite a member

Settings → Members → Invite via email → enter their work email → select a role → Send invite. They receive an email with a link to join. Once they connect their email, their activity flows into the workspace.

Change a member's role

Settings → Members → find the member → click the role dropdown → select Admin or Member.

Remove a member

Settings → Members → find the member → three-dot menu → Remove from workspace. Removing a member doesn't delete their historical data — past emails, meetings, and records remain in the CRM.

Roles