Groups in Wealthbox are a powerful tool for managing contact visibility permissions within a specific workspace. Rather than assigning visibility based on a user’s profile, permissions in Wealthbox are tied directly to each contact or activity. Groups allow you to grant visibility to multiple users in a scalable, organized way.
Key features of Groups:
- Permissioning: Using groups effectively ensures the right team members have access to the right data while maintaining privacy and structure within your Wealthbox workspace.
- Notifications: Groups can be used for notifications
- Nested for scalability: Groups can be nested, making it easier to scale permissions without restructuring later.
Use case example for Groups:
Groups are used when multiple users need access to the same set of records (e.g., Contacts, Opportunities, Projects, Events, or Tasks). By assigning records to a group, you can ensure that only the designated users can view or interact with those records.
For example, if you create a group called “Advisor A”, and assign certain contacts to this group, only the users added to "Advisor A" will have visibility into those contacts.
To create or manage a Group:
- The account owner or an admin can create groups.
- Admin users can create new groups but can only edit groups they are a member of
- In the top-right corner, click the three stacked dots (⋮) and select “Settings.”
- Select "Groups" in the sidebar.
- Select “Create Group” or "Edit" next to the Group you'd like to update.
- Enter a group name and the members of the group. You can also nest other groups within groups. For example, a group of "Admin" users can be included within an Advisor's group.
- Click “Save Group.”
Common questions for Groups
Q: How do I use groups for permissions?
A: See: How do I set “permissions” or “visible to” restrictions when adding information into Wealthbox?
Q: How Do I Restrict Access To Contact Records?
A: See: How Do I Restrict Access To Contact Records?
Best Practices for Using Groups
Implementing Groups thoughtfully from the beginning can help you establish clear data access boundaries, improve scalability, and maintain data integrity in your Wealthbox workspace. Here are some key best practices to follow:
Create Groups Early to Future-Proof Your Setup
Set up Groups at the start of your Wealthbox implementation to control access from day one. This ensures that all newly added users will only see data once they’re added to the appropriate group, maintaining privacy and minimizing the risk of unintentional data exposure.
We recommend starting with at least two foundational groups:
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Management Group – for leadership and operational oversight
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Advisors Group – for users who manage client relationships
This baseline setup makes it easier to expand and refine your permissions structure over time.
Build Nested Groups to Support Growth
Anticipate future organizational needs by creating nested or structured groups upfront. For example, under your Advisors group, you might later create sub-groups for each advisor or team. This makes it easier to scale permissions without restructuring later.
Avoid Redundancy with Tags
Don’t use Tags to replicate the function of Groups (e.g., creating tags like “Brad’s Clients” when a group already exists for Brad). Tags are best used for categorizing or segmenting contacts, not managing visibility.