Shared Saved Searches for team

✅ Summary:

This video explains how team leaders or admins can streamline their team’s prospecting efforts by creating and sharing saved searches in PhoneBurner. By sharing these saved searches, admins can implement a standardized calling process across the entire organization.

Admins can access this feature through the "Manage Saved Searches" section, where they’ll find the option to share searches. If the sharing option is not visible, admins should verify their settings under the Team section, ensuring that the "Contact Manager folders and saved searches" feature is enabled. Admins configured as "Networked admins" will have their saved searches automatically shared.

Each team member can choose which shared searches they want to pin to their dashboard for easier access. However, the search results may vary depending on the data in their individual database. The video also notes that only admins can share saved searches; team members can create saved searches for their own use, but cannot share them with others.

For organizations using a shared database, admins should carefully configure saved search criteria to prevent team members from calling the same contacts simultaneously.

🏷️ Tags:

saved searches, admin settings, team management, PhoneBurner setup, contact organization, shared searches, prospecting process, sub account limitations, shared database, dialing workflow

📝 Cleaned-Up Transcript:

So you've just spent all this time building out an effective and efficient prospecting process using saved searches. This helps you get more done in less time and spend less energy figuring out who to call—just get out there and start dialing, right?

But if you're a team leader or admin, wouldn’t it be nice to do this once and apply it across the entire organization? The great news is—you can, with PhoneBurner!

It’s very easy to create a process and implement it across the board for your entire team. If you're an admin, go to "Manage Saved Searches" and you'll see an option on the right-hand side to share saved searches. You'll see all these share buttons.

If you don’t currently see the option to share saved searches, go to the Team section in Settings. There, you’ll find a setting for Contact Manager folders and saved searches—make sure this is set to “Add.”

Another thing to consider: if you’re a “Networked admin,” any saved search you create is automatically shared across the board. Everyone on your team will see it. Only standalone admins need to share their saved searches, as they each manage their own databases.

Let’s go back to Contact Settings and then to Searches, and you’ll see the ability to share saved searches. For example, let’s say we’ve created saved searches like “Call #1,” “Call #2,” “Call #3,” and so on. If we want to share those, we just click the little share buttons. Now, those are shared with the entire team—like "Available Leads: Call #1" or whatever process you're creating.

Once shared, team members will have access to them. Let’s log in as Heather. You’ll see that she now has access to those saved searches. However, they won’t be pinned by default. Each user decides which saved searches and folders to pin in their account. Maybe Heather only cares about four of them, so she pins those. She probably also wants “Today’s Follow-Ups,” so she’ll pin that too.

Once she pins them, if we go to the Contacts tab, she’ll see those in her Quick View. You might notice that, for “Call #1,” she has nothing—that’s because in her specific database, she has no contacts that meet that search’s criteria.

Now, going back to the admin account—if we check Contacts under “Call #1,” we see 87 contacts that meet the criteria. That’s because the admin account has more records. So even though the search criteria are standardized, the results can vary due to different databases.

Let’s go back to managing saved searches. Say Heather unpins the searches she doesn’t care about and pins new ones—like “Call #2.” Back in Contacts, she still might see zero results depending on her data. Maybe the search was originally set to just “Contacts” or “Leads”—so let’s update the criteria to include both.

Now, after updating, the admin account shows more records. Logging back in as Heather, we see the numbers update as well—62 and 0. The results are different due to the databases, but the search logic is identical.

You can maintain a standardized process for everyone to follow, but they’re only working their own contacts.

For organizations using a shared database with “Networked users” or “Networked admins,” it becomes a bit more complicated. You want to avoid two people calling from the same saved search and possibly contacting the same leads. So it’s important to think through your search criteria to keep your team effective without overlapping.

One final note: if you’re a sub-account (like Heather here), you can create saved searches for your own use, but you cannot share them. Only admins can share saved searches with the team.

So that’s a quick overview of how to share saved searches as an admin to ensure everyone on your team is following the same process.

Thanks for watching—and happy dialing!