This guide walks you through the key areas of Wealthbox Organization Settings so you can confidently manage your firm's users, workspaces, and permissions from one central location.

What's covered:

• Dashboard — real-time overview of your organization
• Workspaces — create and manage isolated data environments for your teams
• Users — invite members, manage roles, and track invitation status
• Edit User — configure Organization Privileges and Workspace Defaults per user
• Manage Permissions — configure per-user, per-workspace access controls

1. Dashboard

The Dashboard is your home screen inside Organization Settings. It provides a real-time summary of your entire organization and serves as a quick navigation hub to the most important management areas.

How to Access Organization Settings: Click the 3-dot menu in the top right corner of any Wealthbox workspace. To return to your workspace at any time, click the back arrow (←) in the top-left corner.

Dashboard Summary Cards: Four summary cards display live counts of key organization components. Each card includes a View link that navigates you directly to the corresponding management page.

Left Navigation Menu: The left-hand navigation panel is always visible throughout Organization Settings and provides access to:

• Dashboard — return to the summary overview
• Users — manage all users across the organization
• Workspaces — create and configure workspaces
• Custom Objects (beta) — manage custom data object types
• Automations (beta) — set up automated workflows

2. Workspaces

Workspaces are separate CRM environments within your organization. Each workspace functions as its own independent database — contacts, tasks, events, and other records do not cross workspaces. This makes workspaces ideal for firms with multiple teams, regional offices, or books of business that require strict data separation. Users can be given access to as many workspaces as needed.

💡 Workspaces are available on Wealthbox Premier and Enterprise plans.

Workspaces List: The Workspaces page displays all existing workspaces in a table showing each workspace name and the total number of users who have access to it. You can use the search bar at the top to filter by name. The "..." action menu at the right of each row lets you edit or manage customizations for that workspace.

Creating a New Workspace Click the green "+ Create Workspace" button in the top-right corner of the Workspaces page.

1. Go to Organization Settings and click Workspaces in the left navigation
2. Click + Create Workspace
3. Enter a name for the workspace (e.g., "ABC Advisors – Northeast")
4. Configure any initial workspace settings as prompted
5. Click Save

The new workspace will appear in the list. You can now assign users to it from the Users page.

Managing Existing Workspaces Locate the workspace in the list and click the "..." icon at the far right of its row. From there you can:

• Edit — change the workspace name or manage which users have access
• Customize — access that workspace's customizations page to configure custom fields, templates, opportunity pipelines, and more
• Delete — permanently remove the workspace

Best Practices Use multiple workspaces when you have separate advisor teams that manage distinct books of business and should not access each other's data. Workspaces provide stronger separation than visibility permissions alone. Name each workspace clearly by team, region, or legal entity to make administration intuitive as your organization grows.

3. Users

The Users page is the central hub for managing everyone in your organization. Here you can view all users across workspaces, check each person's organization-level role and workspace count, invite new team members, and export a complete user report.

Users List The Users table displays three columns for each user:

• Name — the user's full name, email address, and profile photo
• Organization User Type — the user's org-level role, shown as a Member or Admin badge
• Workspaces — the number of workspaces the user has been assigned to

The "…" action menu at the right of each row gives access to edit or remove that individual user.

Active vs. Invited Tabs Two tabs at the top of the Users page separate users by status:

• Active — users who have accepted their invitation and are currently using Wealthbox
• Invited — users who have been sent an invitation email but have not yet activated their login

Use the Invited tab to monitor pending invitations or resend invitation emails as needed.

Inviting Users Click the green "+ Invite Users" button in the top-right corner to add new users. You can invite one person or multiple people in a single action.

1. Navigate to Organization Settings → Users
2. Click + Invite Users
3. Enter the user's First Name, Last Name, and Email Address
4. To invite multiple people at once, click "Add another user" and fill in each person's details
5. Configure Organization Privileges (see Section 4)
6. Review and configure Workspace Defaults (see Section 4)
7. Click "Add Workspace" to assign the user to one or more workspaces
8. Review the Workspaces table to confirm workspace-level access is correct
9. Click "Invite Users" to send the invitation email

The user will appear in the Invited tab until they complete registration.

💡 If a user doesn't receive their invitation, check the Invited tab to confirm it was sent, then use the action menu to resend.

Downloading the User List Click the "Download" button in the top-right of the Users page to export a CSV of all users. The export includes each user's name, email address, status (Active/Invited), last login date, workspace role, and current permissions — useful for audits, compliance reviews, or onboarding tracking.

4. Edit User

The Edit User page appears when you click the "…" action menu next to any user and select Edit. It is also the same form used when inviting a new user. This page is divided into three sections: Organization Privileges, Workspace Defaults, and the Workspaces assignment table.

Organization Privileges Organization Privileges control what the user can do at the organization level — across all workspaces — rather than within any single workspace.

Organization User Type

Organization Privilege Toggles

💡 Organization Privilege toggles are only meaningful when the Organization User Type is set to Admin. Members have limited access regardless of these settings.

Workspace Defaults Workspace Defaults define the permissions automatically applied any time this user is added to a workspace. This ensures new workspace assignments are consistent and don't require manual permission setup every time.

💡 Workspace Defaults act as a template and can still be overridden per workspace using the Manage Permissions panel (see Section 5).

Workspace User Type (Default)

Workspace Default Toggles

Workspaces Assignment Table The Workspaces table shows every workspace this user is currently assigned to, along with their per-workspace role and permissions. Each row provides:

• Workspace User Type dropdown — set the user's role (Member, Admin, or Owner) within that specific workspace
• Manage Users checkbox — indicates whether this permission is active for this workspace
• Export Data checkbox — indicates whether data export is enabled for this workspace
• Manage Permissions link — opens the full Manage Permissions panel (see Section 5)
• Remove button (⊗) — removes the user from that workspace entirely

To add the user to an additional workspace, click "+ Add Workspace" at the bottom of the table. Workspace Defaults will be pre-applied and can be customized using Manage Permissions.

5. Manage Permissions

The Manage Permissions panel provides per-workspace, per-user permission control. Access it by clicking the "Manage Permissions" link in the Workspaces table on the Edit User page, or via the "…" action menu on the Users list.

Unlike Workspace Defaults — which serve as a template applied at the time of assignment — changes made here affect only the selected user in the selected workspace.

The panel header confirms exactly which workspace is being edited: "Editing user's permissions for the [Workspace Name] workspace."

Workspace User Type

Permission Toggles

Default Visibility Sets the default audience for any new record (contact, task, event, note, etc.) this user creates in this workspace:

• Only Me — records are private to the creating user by default
• Everyone — records are shared with all workspace members by default
• Specific team or group — records are visible to a defined group by default

💡 Setting thoughtful defaults reduces the need for users to manually adjust visibility on every record they create, preventing errors.

Lock Default Visibility When enabled, this prevents the user from changing their own default visibility setting — enforcing firm-wide data sharing policies. The user can still adjust visibility on individual records regardless of this setting.

To apply all changes, click the green Save button. Click Cancel to discard unsaved changes and close the panel.

6. Quick Reference