What is a workspace? 

A workspace in Wealthbox CRM enables a firm to separate data segments between different firms or advisor teams. Multiple workspaces allow firms to separate data to provide a higher level of security by allowing firms to choose which users have access to each workspace. Each workspace can be customized uniquely as they are separate databases. In addition, the home office can control which users have access to each workspace selectively.

Multiple workspaces, available with premier and enterprise plans, are an alternative to using visibility permissions to restrict data.

Should my firm use multiple Workspaces or a single Workspace with Visibility Restrictions?

Important notes / reminders:

• Premier and Enterprise level plans allow for multiple workspaces.
• In Wealthbox, visibility restrictions are based on the visibility setting of each contact or CRM activity. Visibility restrictions for contacts and CRM activities are not granted or restricted through the user’s profile.
• While a user can be granted "Admin" privileges, admin access in Wealthbox does not equate to full access to the CRM records.

Multiple workspaces

Multiple Workspaces in Wealthbox will allow you to silo out different books of business into their own environment, while still being able to toggle between workspaces to work with the other teams if need be. Multiple Workspace is the solution we recommend to firms that have separate teams with their own book of business that do not work with one another.

• Managing User Access: Users can be granted access to multiple workspaces but can only access those they have been specifically added to. This is managed through organization admin settings, ensuring a clear separation between advisor teams.
   
  • User Navigation: Users who have access to multiple workspaces will need to toggle between them to access the data within them, as the workspaces are completely separate data sets.
  • "My To-Do's" Page: The "My To-Do's" page allows users to see all incomplete tasks and workflow steps in one consolidated view, regardless of which workspace they are in. However, when they click on the tasks and related contact records, they will be switched to the workspace where the record lives.
• Customizations: Customizations are workspace-specific and can be uniquely defined, as workspaces do not share customization settings.  This includes the following:
   
  • Workflow templates: Premier plan-level users can share workflow templates across workspaces. If this option is selected, the template can be edited only in the workspace it was created in. If users in the other workspaces want a customized version, they can duplicate it and make it their own. Currently, workflow templates are the only templates that can optionally be shared across workspaces.
  • Email, Note, and Task Templates
  • Reports, Custom Homepages, and Dashboards
  • Custom fields
  • Contact Roles, Groups, and Teams

Single workspace with visibility restrictions

A single workspace with set visibility restrictions will allow the team to collaborate on joint clients while still having access to contacts and activities that others are not able to see. A single workspace is usually best practice for firms that collaborate between teams, as it allows you to consolidate all of your activities in one place.

• The user settings are important and can be managed by an admin user with user management privileges using the organization settings.
  • Default Permission: Each user should have a "Default Permission" or visibility set to prevent them from creating data that is exposed to all users vs the applicable users using groups.
• Once a contact is created and a visibility setting is applied, all activities related to the contact record (notes, tasks, opportunities, etc) will inherit the same visibility restriction as the contact record.
  • If a note or activity is added from the Homepage or any other page except the contact record, the note or activity will be restricted based on the user's default permission setting.
• Groups: When multiple users need access, you can create Groups and assign those. Groups are users that you can group for permissions or “visible to” settings. Only the users assigned to the group have access to the contact or activity that is set with viability to the group.
  • You can nest groups within groups. For example, Admin, Compliance, and Leadership groups can be nested within advisor team groups. This eliminates making updates in all groups when there are user changes.

How do I enable and manage additional Workspaces?

If the account owner upgrades to to Premier or Enterprise plans, they will automatically have this feature.

Once enabled, you will see a down arrow in the top left corner of your Wealthbox screen beside your firm name. This is also referred to as the "Account Switcher" feature. The Account Switcher allows a home office to create multiple Wealthbox workspaces for different teams of advisors in the field and to communicate separately with these teams from one main workspace.

To manage the workspace:

1. Click the down arrow and then click “Manage Workspaces.”
2. Click the green “Create Workspace” button.
3. Give the workspace a name and click “Save.”
4. Click “Edit” to the right of the new workspace.
5. Click “Invite Users" within “Users.” Keep in mind, if a user exists in another workspace, you can add the user from the "Existing" user tab.
6. You can choose if the user needs to have access to all workspaces or you can selectively add to each workspace applicable.
7. Be sure to choose whether you want the new user to have admin, manage users or exporting privileges.

8. You can also choose the default permission (i.e. their default visibility restriction) and whether the user can change this permission.

   

Workspace best practices 

Utilizing the My To-Do’s Page – What It Is & Why It’s Useful

The "My To Do's" page in Wealthbox is a centralized hub that displays all your incomplete tasks and workflow steps across all workspaces. 

By utilizing the "My To Do's" page effectively, Wealthbox users can maintain better organization, enhance productivity, and ensure that no important task is overlooked. It is recommended to check this page daily and use filters to quickly focus on urgent or high-priority items.

Key Features and benefits

• Unified view: See all assigned tasks in one place.

• Smart navigation: Clicking a task takes you to the correct workspace.

• Time-saver: No need to switch between workspaces to track work.

• Direct action: Complete tasks right from this page.

Where to access the "My To Do's" page: 

1. Click your name in the upper right corner of any Wealthbox page.
2. Click on "My To Do's" to view all pending tasks and workflow steps.
3. Select a task to review details or mark it as completed.
4. If a task belongs to a different workspace, clicking it will automatically switch you to the appropriate workspace.