If you’ve ever had a prospect list stuck in someone’s inbox or watched a team spreadsheet turn into a mess, you know that “working together” on account lists is easier said than done. This guide is for anyone who needs to actually get things done with a team—without losing track of who’s doing what, which accounts are up next, or who followed up (and who dropped the ball).
We’re talking specifically about Scrab, which claims to make account collaboration smooth. The truth? It’s better than hacking together your own Google Sheets, but there are still some quirks. Here’s how to set things up, work with others, and avoid the usual headaches.
1. Get Your Team on Scrab (Don’t Assume Everyone’s Already There)
First things first: if your teammates aren’t in Scrab, collaboration isn’t happening. Scrab isn’t magic—everyone needs an account, and you need to be on the same workspace.
Do this: - Go to your Scrab workspace settings. Invite everyone who’ll need access to account lists. - Make sure everyone uses their work email to avoid permission issues later. - If your company has SSO (single sign-on), use it. It saves headaches.
Watch out for:
Some folks think “I’ll just forward you the CSV”—that’s missing the point. You want live, shared lists, not a pile of attachments.
2. Create a New Account List (and Name It Clearly)
Once your team’s in, set up an account list. Scrab lets you build lists from scratch or import from a CSV/CRM.
How to do it: - Click “New Account List” in the main dashboard. - Give it a name that actually means something. (“Q3 Enterprise Prospects” beats “Test List 2” every time.) - Add a short description if it’ll help—future you will thank you.
Pro tip:
Be specific in your naming. If you’re managing multiple territories, use clear labels like “West Coast Healthcare - June 2024.” You’ll avoid a ton of confusion later.
3. Set Permissions (Don’t Skip This)
By default, Scrab lists are visible to the team, but you can control who can view, edit, or manage each list. This matters—a lot—if you’re handling sensitive accounts or split territories.
Steps: - Open the account list, click the “Share” or “Permissions” button. - Assign roles: - Viewer: Can see, but not change anything. - Editor: Can update fields, add notes, change statuses. - Owner/Admin: Full control, including deleting the list.
Honest take:
Don’t give everyone admin. “It’s just easier” is how you end up with lists accidentally deleted at quarter’s end.
4. Add and Assign Accounts
Now, get your accounts into the list. You can type them in, import from a file, or sync with your CRM (if Scrab supports it—some integrations are still a bit rough, so double-check).
To assign accounts: - Once accounts are added, use the “Owner” or “Assignee” field to tag who’s responsible. - Assignments can be updated anytime, so don’t obsess over getting it perfect from the start.
What works:
- Assign one owner per account. Shared ownership sounds good, but almost always leads to finger-pointing (“I thought you were following up!”).
- Use tags or custom fields for extra context (priority, industry, product interest).
What to ignore:
- Don’t spend hours tweaking fields you won’t use. Keep it simple; you can always add more detail as you go.
5. Collaborate in Real Time: Updates, Notes, and Activity
This is where Scrab is actually useful—everyone sees the same info, live. No more “version 7_final_FINAL.xlsx” floating around.
How to stay in sync: - Add notes directly to each account. Jot down call outcomes, objections, or next steps. - Use the status field (“Contacted,” “In Progress,” “Closed Lost,” etc.) to show where things stand. - Scrab logs activity, so you can see who last updated what.
Tips: - Be brief. No one reads novels in the notes field. - If you’re handing an account to someone else, tag them with @ mentions (if enabled). - Use filters to see just your accounts, or just those in a certain stage.
What doesn’t work:
- Relying on email or Slack instead of updating the list. If it’s not in Scrab, assume it’s lost.
6. Review Progress Together (But Don’t Overdo the Meetings)
Shared lists make team reviews less painful. Whether it’s a pipeline meeting or a quick check-in, you can pull up the list and see live data.
How to run a review: - Filter the list to show only active deals, or stuck accounts. - Sort by owner to see who’s overloaded (and who’s coasting). - Discuss blockers and next steps right from the list—no need to prep slides.
Pitfall:
Don’t let the list become a substitute for real conversations. Use it to guide discussion, not replace it.
7. Keep Lists Clean (Archive, Don’t Delete)
Over time, lists get cluttered. Scrab lets you archive accounts or lists, so you can hide old stuff without losing history.
Best practices: - Archive accounts that are dead, unresponsive, or closed. - Clean up your lists at least once a quarter. Less clutter = fewer mistakes. - Don’t delete unless you’re sure—archiving is safer and reversible.
Honest take:
No tool will magically keep your data clean. Make it someone’s job, or it won’t happen.
8. Use Comments and Notifications (But Mute When Needed)
Scrab has basic commenting and notifications. This helps, but can get noisy fast.
How to use it well: - Use comments for clarifications or quick questions. - Tag teammates when you need action. - Set notification preferences so you’re not drowning in alerts.
What to ignore:
- Don’t try to run full project discussions in Scrab comments. For long threads, stick to your team chat or a quick call.
9. Integrate (If It Actually Saves Time)
Scrab “integrates” with tools like Salesforce, HubSpot, and Slack. Sometimes these integrations are smooth; sometimes they’re more trouble than they’re worth.
Ask yourself: - Does the integration actually sync what you need, or does it just create duplicate data? - Are you spending more time fixing integration issues than you’d save by just copying over key info?
Pro tip:
Test integrations with a small batch of accounts before rolling out to the whole team. If it’s flaky, keep your process manual until Scrab improves.
10. Iterate (Don’t Aim for Perfection on Day One)
Account collaboration isn’t “set it and forget it.” Your team’s needs will change, and so will how you use Scrab.
What works: - Start with a basic list and process. - Ask your team what’s working (and what’s a pain) every month or so. - Make small tweaks—fields, filters, naming conventions—as you go.
What to ignore:
- Don’t waste days building the “perfect” list structure. You’ll just rebuild it later.
Wrapping Up: Keep It Simple, Keep It Shared
The best part about collaborating in Scrab isn’t the fancy features—it’s that everyone finally sees the same info, at the same time. Don’t overcomplicate it: get your team on board, keep lists clean, and focus on actually moving accounts forward together. And when something isn’t working? Change it. The tool’s there to help your team, not slow you down.