Which activities a user can see is set by their role, in the Access column of the Activity row. The same setting covers appointments, to-dos and phone calls.

• Only own: the user sees only the activities where they are a user.
• Role: the user sees the activities of everyone in their own role and in the roles that report to it.
• Same as inheritance role: the user gets the same access as the role their role reports to. If that is the top level, they see all activities.

A user with Team leader turned on also sees the activities of everyone in their own role and the roles below it, even with Only own.

Administrators see all activities.

Which of those activities a user can edit is set in the Change column of the same row:

• None: the user can't edit activities.
• Only own: the user can edit only the activities where they are a user.
• Role: the user can edit every activity they can see.

A Team leader can also edit the activities of everyone in their own role and the roles below it, even with None or Only own. Administrators can edit all activities.

To edit a colleague's appointment that is linked to a company, the user also needs access to that company. If the user who booked the appointment has a calendar sync, only they and administrators can edit it (see Can you remove yourself as a participant from an appointment made by another user?).

To change what a role can see or edit, an Administrator goes to Settings → Account → Users & roles, clicks the role and changes the Access or Change value on the Activity row under Set sales role access. See Roles & permissions for the other settings.