Choose who sees which clients

Roles answer "what can this person do." Client access answers "to whose work." They are set separately, and a firm picks one of two modes for the whole firm.

Find it at Settings → Users & SSO, on the Users tab. Under the seat count there is a line reading Client access mode: followed by your current mode and a Change link.

Open is the default. Everyone in your firm sees every client. Nothing to configure.

Allocated means each user sees clients granted directly or through any of their groups. Users with permission to manage client access, including Managers and Technical Admins by default, still see every client.

Most firms stay on Open. Allocated is for firms that need staff walled off from clients they are not working, whether for independence, confidentiality, or just to cut the noise.

Click Change and choose whether to use saved allocations or give everyone access to every current client before trimming access.

Use saved allocations only. Apply saved direct grants and group memberships. People without either allocation see no clients, unless their role allows them to manage client access. Review assignments before switching so each person has the access they need.

Give everyone every client, then trim. Nothing changes for anyone today. Everyone keeps seeing every current client and you remove access at your own pace. Pick this one if you have people mid-engagement and cannot interrupt them. Note that clients you add later will not be shared automatically.

Once you are in Allocated mode, each user row has Manage access. That is where you give a person specific clients and take them away again.

You can also create groups in the Groups tab, choose their clients, and assign people from the Groups column beside Role in the Users table. Members inherit changes to their groups’ client assignments. Removing one membership or direct grant leaves any access supplied by another group or direct grant.

In Open mode, creating or editing groups does not restrict anyone’s access. Everyone still sees all clients; the group memberships and client assignments are saved for Allocated mode.

To set up many people at once, use the roster upload. It carries separate client access and groups columns. See Add your team in bulk.

Everyone sees every client again. The access you set up is not deleted, it is set aside. If you switch back to Allocated later, every grant is restored exactly as it was.

Limiting someone to two clients does not make them cheaper. Every user counts as a full seat regardless of how many clients they can see. The Users tab says so directly when you are in Allocated mode.