You can prevent users from seeing customers they are not allowed to quotes or other documents you don't want them to.
Stopping a User Seeing Customers
On a user's profile, you can set it so that they can't see customers you don't want them to. To do this, tick the box 'Only Access Account Managed Clients'.
This means the user will not be able to see any other customer details but they will be able to see quotes and other documents for those customers unless you have set up teams or hierarchy set up (see below).
Managing Access to Quotes, Jobs, etc, by Users or Teams
You need to have Team Management activated to see this option.
Team management lets an administrator decide which users can see each other's quotes, jobs, delivery notes, invoices, purchase orders, and CRM events. The product list and CRM list are not affected by the team management settings and can be accessed by any user.
There are two ways this can be done, using:
- Teams, or
- Hierarchy
Teams is the simplest. Only users within a team can see each other quotes, invoices, etc. Managers who need to see these items can be added to the team(s). The hierarchy gives more control and allows as many layers of visibility as you want.
Using Hierarchy
To enable this, select:
- The cog at the top right
- Manage User Accounts
- Manage Teams
- Click ‘Use Hierarchy’
- In the ‘Add User to Hierarchy’ box add each user in turn
- Drag and drop a user onto a manager’s name to move them below the manager in the hierarchy
- To move them back up a level drag and drop them to just above a member already at the level they should be at
- A user can appear more than once in the hierarchy (useful for where more than one manager needs to their quotes, invoices etc.)
- By default, users will not be able to see each other’s quotes, invoices etc. To allow them to see them, tick ‘Users can access items on the same level’. They can only see users within their level and below. If there are two managers at the same level and this option is selected their staff will only be able to see their own teams, but the managers will be able to see each other’s quotes and those of their staff. If this is an issue, use the Teams instead.
Using Teams
Select:
- The cog at the top right
- Manage User Accounts
- Manage Teams
- Click ‘Use Teams’
- Click on ‘New Team’
- Click on the new team to add users to it
You can add as many teams and members to that team.
Users can only see quotes, invoices etc. in their team. If a manager needs to see across two more teams, add them to each team.