User permissions on contacts

This feature enables Account Owner and Administrator users to control which contacts your users have access to.

It works like this:

• Contacts can be assigned to a user and/or an office/location.

• Users can be assigned to one or more offices/locations.

• Users can have permissions set for each office/location they’re assigned to. These permissions control what type of access the user has for contacts that are assigned to that office/location (i.e. manage, edit, view).

• Account Owner and Administrator users have access to all contacts regardless of office/location assignments and permission settings.

Assign users to offices/locations and set permissions

Only Account Owner and Administrator users have permission to do this.

• Go to Settings > Users in the main menu.

• Click the Edit button next to the user you want to edit.

• Click the Offices/locations tab.

To assign a user to an office/location, click “+ Add office/location”, select an office/location and click “Assign”.

Users can be assigned to multiple offices/locations. To assign the user to another office/location, return to the Offices/locations tab and repeat the process.

To unassign a user from an office/location, return to the Offices/locations tab and click “Unassign user” next to the appropriate office/location.

To set the user’s permissions for contacts that are assigned to an office/location:

• Return to the Offices/locations tab.

• Click the appropriate toggle buttons to set the permissions.

• Click Save.

What the permission settings mean

The table below explains how permissions work for contacts assigned to an office/location that the user is also assigned to. In the future, when we implement permissions on boats, these same permission settings will also apply to boat listings that are assigned to offices/locations.

Assigning contacts to users and to offices/locations

Currently any user can do this. However, once we activate the permissions settings, only Account Owner and Administrator users and users who have Edit or Manage permission on the contact will be able to do this.

• Go to the Edit tab of a contact.

• Assign them to the appropriate office/location and user by selecting from the “Office” and “Assigned to” fields.

• Click Save.

What about contacts who are not assigned to users or offices/locations?

To control permissions on contacts, contacts must be assigned to a user or to an office/location, or to both. Account Owner and Administrator users have full permission on all contacts regardless of other settings.

Unassigned contacts

If a contact is not assigned to a user AND they’re not assigned to an office/location, then all users will have Edit and View permission on the contact.

Contacts assigned only to a user

If a contact is assigned to a user but not assigned to an office/location, the assigned user will have Edit and View permission on the contact. Other users will not have permission on the contact.

Contacts assigned only to an office/location

If a contact is assigned to an office/location, but not assigned to a user:

• Users assigned to that office/location will have permission on the contact as defined by the users’ permission settings on that office/location.

• Users who are not assigned to that office/location will not have permission on the contact.

Ongoing permissions management

When you add a new contact, ensure that you assign them to the appropriate office/location and user.

Also, if you’re an Account Owner or Administrator user, when you add new users to your account, remember to set the user’s offices/locations and permissions after you invite them.