Help Center

Team Common Ground is a client relationship management app designed for small businesses and service professionals.

Key Features

Available On

You can create a Team Common Ground account from the website or the iOS app.

Sign-In

Sign up with your email address and password, then verify your email by clicking the link we send you.

Team Common Ground is available as an iOS app and as a web app you can access from any browser.

iOS App

Download from the App Store. Requires iOS 21.0 or later.

Web App

Visit teamcommonground.com and sign in from any browser.

Installing as a Web App (PWA)

You can install Team Common Ground as a web app on any device for an app-like experience with push notifications. Look for the "Add to Home Screen" or "Install" option in your browser.

Benefits of Installing

After signing in, here's what to set up:

1. Create Your First Business

A business is your workspace for managing clients. Give it a name that represents your venture.

2. Set Up Activity Types

Customize activity types to match your workflow. Defaults include:

• 📝 Note — Quick notes and observations
• 💬 Feedback — Client feedback
• ⚠️ Issues — Problems or concerns to track
• 🔄 Follow-ups — Items needing follow-up
• ⏰ Reminders — Time-sensitive reminders
• ✅ Tasks — Action items and to-dos
• 📊 Business Update — General business updates

You can create custom activity types in your business settings.

3. Add Your First Client

Add a client with their basic info — name, email, phone, or company.

4. Log Your First Activity

Select a client and log an activity to record your first interaction.

🎉 You're all set! Start tracking your client relationships.

A business is your workspace for managing a specific set of clients and activities. You can create a new business from the main navigation.

Use Cases for Multiple Businesses

If you run multiple ventures (e.g., "Photography Studio" + "Event Planning"), you can create a separate business for each one.

💡 Tip: Each business has its own clients, activities, team members, and settings — completely separate from your other businesses.

Business settings let you configure everything about how your business operates. You can access them from the settings area within your business.

Available Settings

Activity types help you categorize client interactions. You can create custom types to match your unique workflow.

Custom Types

Custom activity types are created in your business settings under Activity Types. Each type can have:

Notifications

Notification settings for custom activity types are configured separately from the type itself, in the Notification Defaults section of your business settings.

Notification Channels

Who Receives Notifications?

You can switch between your businesses from the main navigation or sidebar. The view updates instantly.

What's Separate Per Business

Add clients to start tracking your relationships. New clients can be added from the Clients section.

Client Fields

💡 Tip: Clients are associated with the currently selected business — switch businesses first if needed.

📥 Bulk Add: Need to add many clients? Use Import from CSV/JSON.

Keep client information up to date by editing their profile. Open a client's profile and use the edit option.

Editable Fields

🔄 Sync: Changes sync instantly across all your devices.

Give clients their own portal to view shared activities and communicate with you. Clients can be invited to their portal from their profile.

What Clients Can Do in Their Portal

Requirements

🔒 Privacy: Clients only see activities you explicitly mark as "Visible to client" — internal notes stay private.

Notes help you capture important information about client interactions. You can add notes from a client's profile or directly from the client list.

Note Features

💡 Tip: Notes appear in the client's activity timeline.

You can delete a client from their profile menu. This permanently removes the client record.

What Happens When You Delete

⚠️ Warning: This action cannot be undone. Consider exporting client data first if needed.

Link clients together to track family and personal connections. Relationships are managed from a client's profile in the Relationships tab.

Default Relationship Types

How It Works

🔄 Bidirectional: When you set John as Sarah's Parent, Sarah automatically shows as John's Child.

⚖️ Symmetric: For relationships like Spouse or Sibling, both sides show the same label.

Customize relationship types to fit your business needs. Relationship types are managed in your business settings under Relationships.

Symmetric vs. Directional

Examples of Custom Types

⚠️ Note: Deleting a type doesn't remove existing relationships, but they may display incorrectly.

Import multiple clients at once from a spreadsheet or JSON file. The import option is available in the Clients section.

Supported Fields

💡 Tip: Use a single name field and it will be automatically split into first, middle, and last name.

CSV Format

CSV files should have a header row with column names.

firstName,lastName,email,phone,company,jobTitle,address,birthday
John,Doe,john@example.com,+1-555-123-4567,Acme Corp,Manager,"123 Main St",1985-03-15
Jane,Smith,jane@example.com,555-987-6543,Tech Inc,Engineer,,1990-07-22

JSON Format

JSON files can contain an array of clients, or an object with a clients array.

{
  "clients": [
    {
      "firstName": "John",
      "lastName": "Doe",
      "email": "john@example.com",
      "phone": "+1-555-123-4567",
      "company": "Acme Corp"
    }
  ]
}

Import Preview

The preview shows the status of each client:

⚠️ Note: Existing clients are matched by email or phone number and automatically skipped.

Activities are the core of tracking client relationships. You can add a new activity from a client's profile or from the activity feed.

Activity Fields

Control who can see each activity you create.

Visibility Options

Use Cases

Access a complete timeline of all client interactions.

Viewing Options

Activity Feed Features

Update activities to keep your records accurate. Open any activity and use the edit option.

What You Can Edit

🔄 Sync: Edits sync instantly across all your devices.

Tags help you organize and quickly find activities. Tags are created and managed in your business settings under Tags.

Tag Properties

Example Tags

⭐ Pricing: First tag is free. Additional tags are available as a one-time purchase or included in the Pro subscription.

Custom filter tabs let you create personalized views of your activities. They appear in the sidebar and can filter by activity type and/or tags.

Filter Tab Features

Example Filters

⭐ Pricing: First filter tab is free. Additional filter tabs are available as a one-time purchase or included in the Pro subscription.

💡 Tip: Filters update in real-time as you add activities.

Follow-ups ensure you never miss important client tasks. You can create them from the Follow-ups section or directly from a client's profile.

Follow-up Fields

⚡ Quick Tip: You can also create follow-ups directly from an activity using its menu.

Reminders notify you about follow-ups that are due or overdue. Reminders are sent daily at 6:00 AM via push notification.

Mark follow-ups as done to track your progress.

What Happens

Completed follow-ups can be viewed by toggling the "Show Completed" option in the Follow-ups section.

Collaborate with your team by inviting them to your business. Team invites are managed in your business settings under Team.

What Happens When You Invite

Team Member Capabilities

⭐ Pricing: Additional team member seats can be purchased as your business scales.

Assign roles to control what team members can do.

Available Roles

Permission Details

💡 Tip: Every business needs at least one Owner.

Remove team members who no longer need access. This is managed in your business settings under Team.

What Happens

Re-inviting

If you need them back later, simply send a new invite. They accept and regain access, and all their previous work is still there.

⚠️ Note: Removed members cannot see or access any business data immediately after removal.

Manage your personal account settings in the Profile section of Settings.

What You Can Change

💡 Tip: Your profile photo appears in activities, team lists, and client portals.

Customize how Team Common Ground looks, found in the Appearance section of Settings.

Theme Options

Control how and when you receive notifications, found in the Notifications section of Settings.

Notification Channels

Event Types

💡 Tip: Settings are saved per business — different businesses can have different notification preferences.

Push notifications keep you informed of important updates. When prompted by the app, allow notifications to get started.

Troubleshooting

Fine-tune exactly which notifications you receive.

Per-Event Configuration

For each event type, you can toggle:

Per-Business Settings

Your preferences are saved per business, so you can:

• Get all notifications for your main business
• Only get urgent notifications for side projects
• Mute test/sandbox businesses entirely

💡 Tip: Use email for important events you might miss, push for urgent items.

Control or stop notifications when needed.

Options

🔔 Re-enable: Just toggle the switches back on to restore notifications.

As a client, you can customize notifications from businesses you work with.

Options Per Business

💡 Tip: Mute inactive businesses but keep them connected for when you work together again.

Keep your account secure and manage your data, found in the Security section of Settings.

Security Features

🔒 Security Tip: Use a strong, unique password.

Attach files, photos, and videos to your activities using the attachment option when composing.

Attachment Sources

Files are automatically uploaded to the cloud and available on all your devices.

💡 Tip: You can drag and drop files directly into the message area on supported platforms.

Understand file size limits and storage.

Size Limits

No Restrictions

Storage

Basic storage is included. Additional storage can be purchased as you need more.

💡 Tip: Images are automatically compressed to optimize storage while maintaining quality.

Overview of all supported file formats.

Images

Videos

Audio

Documents

Archives

🔒 Security: Executable files (.exe, .app) and scripts are not supported for security reasons.

View and interact with attached files.

Viewing Options

Interactions

Record audio and video directly in the app with AI transcription.

Recording Types

Give your clients their own personalized view of your relationship.

What Clients See

What Clients Can Do

How Clients Access

🔒 Privacy: Clients only see what you explicitly share — internal notes and activities stay private.

Receive and track client messages through the portal.

Inquiry Types

How It Works

When a client submits an inquiry through their portal, it creates an activity in your system. You're notified via your preferred channels and can respond through the app. The client sees your response in their portal.

💡 Tip: Set up notifications to be alerted immediately when clients submit inquiries.

Invite clients to access their personalized portal from the client's profile.

Requirements

Invitation Status

🔄 Resend: If a client didn't receive the invite, you can resend it from their profile.

Team Common Ground offers flexible pricing that grows with you.

Available Plans

Included with All Plans

Flexible Add-Ons

Need more? Add capacity anytime:

💡 Tip: Start with Basic and add capacity as needed — upgrade to Pro for advanced features.

Feature Comparison

Add-Ons

Need more? Add capacity anytime:

💡 Tip: Start with Basic and upgrade to Pro when you need advanced features like team collaboration or integrations.

Change your plan anytime from your Account settings.

What Happens

Payment Methods

Billing

💡 Tip: You can cancel anytime — you'll keep access until the end of your billing period.

Connect external services to automatically create activities. Integrations are managed in your business settings.

Available Integrations

Client Matching

Activities are automatically linked to clients based on:

⭐ Pro Feature: Integrations require a Pro subscription.

Chat is a floating button that you add to your website. When clicked, it expands into a full messaging interface where your customers can communicate with your business.

Features

Requirements

Embed Code

<script src="https://www.teamcommonground.com/widget/loader.js" async></script>
<tcg-chat-widget business-id="YOUR_BUSINESS_ID"></tcg-chat-widget>

Replace YOUR_BUSINESS_ID with your actual Business ID from the integration settings.

🔒 Security: The embed only works from verified domains.

Create surveys to collect feedback, gather information, or conduct research from your customers. Surveys are managed in your integration settings.

Features

How It Works

⭐ Pro Feature: Surveys require a Pro subscription.

Troubleshoot sync issues when data isn't updating.

Quick Fixes

Common Causes

How Sync Works

💡 Tip: Data syncs automatically when you have an active connection — no manual refresh needed.

If AI features aren't appearing or working, check the following:

Troubleshooting

Reset your password from the login screen using the "Forgot Password" link.

Troubleshooting

🔒 Security: Reset links expire after 24 hours for security.

You can permanently delete your account from your Account settings.

What Gets Deleted

Important Notes

⚠️ Warning: This action permanently deletes all your data and cannot be reversed.

Get help from our support team.

How to Reach Us

What to Include

💡 Tip: The more details you provide, the faster we can help!