HQ's Data Sharing settings let the locations in your organization look up each other's customers and see each other's team members. They're part of the +HQ add-on, both are off by default, and only org Owners and Admins can turn them on.
Turning sharing on
- In the HQ sidebar, click Settings.
- Under Franchise Ops, click Data Sharing.
- Tick Share customer database, Share team members, or both.
- Click Save.
The same two switches are in the Data sharing step of the HQ setup wizard, where you save with Save & continue. That step also has Enable cross-location transfers and, for Franchise orgs, the two brand and pricing locks. Those are separate settings. Transfers have their own Inventory Transfers page under HQ Settings, and the locks are explained in Locking brand colors and service pricing from HQ.
What "Share customer database" does
Sharing doesn't change what anyone sees by default. Each location's Customers page still opens on that shop's own customers.
- To see every location's customers: click the All locations button on the Customers page. With sharing on, the list includes customers from every location in your organization. Click it again to go back to your own shop.
- Opening another location's customer: the record shows a Shared from [location name] banner. You see the customer's contact details, but the vehicles, quotes, invoices and appointments on the page are only your shop's. The other location's history isn't shown.
- With sharing off: All locations is still on the page, but the list stays your shop's own customers.
On the HQ side, HQ → Customers lists customers from every location either way. If you click a customer whose home location isn't the shop you're currently in, their record opens only when Share customer database is on. Otherwise you'll see "Customer not found".
What "Share team members" does
- At each location, Settings → Team has an All locations button. With sharing on, clicking it adds team members from your other locations to the list.
- People from other locations are view-only. You can't edit their role or remove them from your shop's Team page, and their pay rates aren't shown.
- Everywhere else you pick a teammate, the list is still just your shop's team. That includes choosing a salesperson on a quote or invoice and assigning a Team Hub task.
What isn't shared
- Each location's customer history (vehicles, quotes, invoices and appointments) stays with that location.
- Settings, prices and branding aren't affected by these switches. Brand and pricing control is the separate lock setting.
Who can change these settings
Only org Owners and Admins with HQ access can save changes to Data Sharing. In the setup wizard, anyone else sees a notice saying the settings are limited to owners and admins, and the save button is turned off.
Frequently asked questions
Q: If I turn on customer sharing, will staff suddenly see every location's customers?
A: No. Each location's Customers page still opens on its own customers. Staff have to click All locations to include the other shops.
Q: Does sharing merge customer records between locations?
A: No. Each customer still belongs to their home location. When you open another location's customer, you see their contact details, but the vehicles, quotes, invoices and appointments shown are only your shop's.
Q: Can I edit or remove a team member from another location after turning on Share team members?
A: No. Team members pulled in from other locations are view-only on your shop's Team page.
Q: Why does HQ → Customers show a customer, but clicking them says Customer not found?
A: That customer belongs to a different location than the one you're currently in. Their record only opens across locations when Share customer database is turned on.