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Proposed Teams

New Users & Teams
Team
Responsibilities
Lighthouse Team
Manages Lighthouse accounts, deals, contacts, and reporting. Keeps pipeline work separate from BDSE.
BDSE Team
Focused on BDSE accounts and opportunities. Owns pipeline and activity tracking.
RFP Team
Dedicated group for RFP opportunities. Tracks deadlines, owners, and unique workflows.
Admin & Strategy Team
Ops, admins, and leadership. Full visibility across all pipelines for reporting, workflows, and clean-up.
View Only
Provides visibility into dashboards and pipeline snapshots with read-only permissions.
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Role/Team
Description
Users
Next Steps
Admins/Strategy
Sit at the top with control and visibility.

Lighthouse
Main Hub, follows our lighthouse pipeline

RFP
Follows strictly RFP Deals
We could add
akeyes@cuinc.org
⁠
with limited permissions here.
Super Users
Embedded "power players" under each lane but not admins.

View Only
Floats underneath as read-only eyes.
Should we update to view only? Carlos Tarazona Chris Stoeberl Esmeil Naqeeb
BDSE
Follows Delaware Pipeline
We could add Caroline and or John Baker or someone else?
Onboarding
​

There are no rows in this table
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🚀 Phase 1 Setup (Keep It Simple + Foundation-Strong)

Goal: Get clarity and avoid chaos. Don’t overbuild yet — just create the skeleton.

Step 1. Define Teams in HubSpot

Create the 5 team structures in HubSpot.
Assign current users to Lighthouse, BDSE, RFP, or View Only.
Keep Admin & Strategy very small (just you, Kathy, maybe 1 more trusted ops lead).

Step 2. Pipeline Alignment

Lighthouse Team → Lighthouse pipeline.
BDSE Team → BDSE pipeline.
RFP Team → RFP pipeline (with deadline fields).
Admin/Strategy → all pipelines.
View Only → dashboards & reports only.

Step 3. Permissions & Boundaries

Lighthouse/BDSE/RFP → can edit their own deals/contacts but not each other’s pipelines.
Super Users → can edit, create reports, test workflows, but not manage users or billing.
View Only → read-only access.

Step 4. Reporting Basics

Build one dashboard per team:
Lighthouse Deals & Activity
BDSE Deals & Activity
RFP Deadlines & Submissions
Admin Dashboard (overview of all pipelines)

Step 5. Documentation

Write a 1-pager playbook:
Who belongs to which team
What permissions each has
Where they log info
How reporting flows

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