In Wealthbox, access permissions are based on the visibility settings of each contact or activity, not on the user’s profile or account. Each contact record will need to have the appropriate permissions assigned. The options are "everyone," "only me" or a group.

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.

 Updating Contact Visibility

The visibility of individual contact records can be updated by users with current access from the dropdown menu next to the "Save" button when editing the record, as shown below.

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.

FAQs

Who can update a contact records visibility?

Any user with access to the contact record can change the visible setting.

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

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.

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

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.

Can I bulk-update visibility for contacts?

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

How do I create Groups in Wealthbox?

See: What are groups?

Can I set a default permission?

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