Control access with groups

Control Access to Templates with Groups

Groups let you control which templates, clients, and reports each person on your team can see.

Why Use Groups

Groups keep access aligned with how your firm is actually structured. A few reasons firms set them up:

• Compliance and consistency — restricting a template, client set, or report to the right group keeps oversight clean and avoids templates or client data being used outside the team they're meant for.

• Team or regional structure — if your firm operates across different teams, regions, or specialisms, groups let each one work within its own set of templates and clients rather than seeing everything.

• Controlled rollout — a new template or process can be limited to one group first, rather than opening it up to the whole firm at once.

Who Can Set Up and Manage Groups

Admins can create groups, add members to them, and assign templates to each group. This isn't automatically available to Supervisors — a Supervisor only gets the ability to manage groups if an Admin has separately granted them Team access.

Video: Creating a Group

What Groups Control

Groups affect what someone can see across clients and reports.

• Templates: only the templates assigned to a group are visible to the people in it.

• Clients: someone in a group — for example, a Paraplanner only sees clients belonging to advisers within their own group, not the full client list for the firm.

• Reports: the same restriction applies to reports. A group member only sees reports tied to clients and advisers within their group.

A user can belong to more than one group, in which case they see the combined templates, clients, and reports across all the groups they're in.

Groups can also be combined with role-based restrictions. Some templates are set to only be visible to certain roles (for example, Advisor only, or Admin & Paraplanner).

Why Can't I Access a Template if I'm Not in a Specific Group?

This is a common question, and it usually comes down to the same thing: a new template has gone live, but the group you're in hasn't had it added to their access yet. It may not be that you've been left out deliberately - it's just a step your admin hasn't done yet.

If this happens, speak to your admin and ask them to expand your group's template access, or check whether you should be moved to a different group that already has it.