In Wealthbox, you can adjust visibility settings to control which users have access to specific contact records. This allows teams to silo access appropriately, ensuring users can only view the contacts they need to work with.

Understanding Contact Access in Wealthbox

In Wealthbox, access permissions are set at the record level, not from the user profile or account level. This means that each contact’s visibility setting determines who can see it, and any restrictions must be applied directly on the contact record.

Access permissions in Wealthbox are applied directly to each contact record, based on its assigned visibility level. This means:

• Each contact must be manually configured to reflect who should have access.

• There is no global setting to restrict access from the user profile.

• Visibility must be set per contact or managed using groups for easier scaling.

If a contact is set to a specific visibility group or "Only Me", as opposed to "Everyone", then those with visibility access should see a lock icon with the setting on the contact record, as shown in the screenshot below. In this example, the group "Brad's Team" has access to this contact record.

How to update the visibility of a specific contact:

1. Navigate to the contact record.

2. Click Options > Edit in the upper-right corner.

3. Scroll to the Visible To drop-down (found next to the save button at the bottom of the screen, as shown below).

4. Select the visibility setting:

   • Everyone – All users in the workspace can see the contact.
   • Only Me – The contact is private to the user who created it.
   • Groups – Assign visibility to a specific group of users (e.g., “Advisors” or “Service Team”).
     When multiple but not all users need access to a contact, using Groups is the most efficient and scalable method. See What Are Groups?

How to bulk update the visibility of a group of contacts:

To change in bulk, go to the contact list view page, and check off all the contacts you want to update the visibility to > Bulk Actions > Update: Permissions > "Everyone," "Only Me," or a group.

Common questions and best practices:

Q: Who can update the visibility of a contact record?

A: Any user with access to the contact record can change the visibility setting.

Q: What happens when I update a contact record's visibility?

A: When a contact’s visibility is updated, the contact record and any new activities added to it will follow the new visibility setting. However, past activities will still appear in the homepage activity stream according to the visibility that was in place when they were created.  Keep in mind, only users included in the new visibility setting will have access to the contact record and any new CRM activities moving forward.

Q: What happens when I update a contact's visibility from "Everyone" to "Only Me" or a Group and add a new user who is restricted from those records?

A: The newly added user will not see the contact record under the contacts tab or the contact if they search for it. If the contact's related activities were not also updated to a visibility permission that does not include the new user, they will see the activities in the home screen activity stream.
If the contact record and all related activities are updated, the newly added user will not see the record or related activities.

Q: Why does a contact Records visibility contain "& Me" or "& [User Name]?"

A: Wealthbox automatically adds "& [User Name]" when a contact's visibility is updated and one of the following conditions is also true:

• "Assigned to" users will be added as "& [User Name]"
• Any user assigned to contact roles will be added as "& [User Name]"
• When a user with admin permissions updates the visibility, that user will be added as "& [User Name]"
• When a contact's visibility is updated by someone other than the original creator. The "[User Name]" refers to the contact's creator.

The "& [User Name]" ensures that the specifically identified users always retain access to the record regardless of the visibility setting.

Q: Can I bulk-update visibility for contacts?

A: Yes. Follow the bulk update instructions linked here and select "Update Permissions."

Q: How do I create Groups in Wealthbox?

A:See: What are groups?

Q: Can I set a default visibility permission?

A: Yes. See: What are default permissions and how do I set them?