Managing User Permissions in ClientManager CRM

This page will guide you through the process of managing user permissions and assigning groups within ClientManager CRM. Understanding and correctly assigning permissions is crucial for maintaining data security and ensuring your team members have appropriate access to client information and system functionalities.

Introduction to Permissions and Groups

In ClientManager CRM, you can grant and revoke specific permissions to your team members, as well as assign them to various groups. It's important to understand the distinction between these two:

• Permissions: These are explicit rights that allow users to perform specific actions within the CRM, such as creating financial plans or deleting client data. Permissions must be manually assigned to each user.
• Groups: Groups do not automatically grant any permissions. Instead, they define how the CRM treats a user, influencing their role and visibility within the system.

Step-by-Step Guide to Managing Permissions

To manage user permissions, you'll need to navigate to the 'Permissions' section within your ClientManager CRM settings:

1. Log in to your ClientManager CRM account.
2. Click on your avatar in the top right of the navigation bar and click 'Settings'.
3. Select 'Permissions' from the Settings menu.
4. You will see a list of your team members. Click on the edit button next to any permissions or groups to modify them.
5. Permissions in the left column are 'Denied' for the given user, while permissions in the right-hand column are 'Granted'.
6. Remember to save your changes after making any adjustments.

Available Permissions and Their Functions:

Here's a breakdown of the permissions you can assign to your team members:

• FNA: Allows users to create and edit financial plans.
• Delete: Grants permission to delete tasks, interactions, and client profiles. We recommend granting this permission sparingly, ideally only to the practice owner. Deleting data can impact audit integrity, so it's generally better to only delete items that were created in error.
• Manage: Provides access to practice-wide settings. This includes the 'Practice Settings' tab, allowing adjustments to default currency, display options, case pipeline stages, labels, tags, and workflows.
• Access: Allows access to all CRM client profiles. If a user has this permission, they can view any client profile, regardless of who is listed as the financial adviser. Without this permission, users can only access clients where they are listed as an adviser, or as an assistant to an adviser linked to the client. Clients without any linked advisers are accessible to everyone in the practice.
• Billing: Enables users to manage billing and make purchases on behalf of the practice.
• Export: Allows bulk exporting of data from the CRM and access to the 'Practice' tab. This permission is also necessary to access reporting features.
• Permissions: Grants the ability to manage other users' permissions. This permission should be applied very sparingly, ideally only to the practice owner, as it allows a user to re-assign any group or permission, potentially giving them full control over the practice.
• Email: Allows sending and managing bulk emails. This permission is also required to edit email automation templates and settings.

Assigning User Groups

While groups don't grant permissions, they are important for defining a user's role and visibility within the system:

1. In the 'Permissions' section (as described above), you'll also find an option to assign a user to a group.
2. Select the appropriate group for the user.
3. Remember to save your changes.

Tips and Best Practices

• Principle of Least Privilege: Grant users only the permissions they absolutely need to perform their job functions. This minimises the risk of accidental data modification or unauthorised access.
• Regular Review: Periodically review user permissions to ensure they are still appropriate, especially when team members' roles change.
• Owner Control: We highly recommend that permissions like 'Delete' and 'Permissions' are granted exclusively to the practice owner to maintain maximum control and security.
• Clear Communication: Communicate clearly with your team about their assigned permissions and why certain restrictions are in place.

Troubleshooting

• User cannot access a client: Check if the user has the 'Access' permission. If not, ensure they are listed as an adviser or assistant to an adviser for that specific client.
• User cannot find a setting: Verify if the user has the 'Manage' permission for practice-wide settings, or the 'Export' permission for reporting features.
• User cannot send bulk emails: Confirm that the user has the 'Email' permission.

FAQs

Q: Do groups automatically give permissions?

A: No, groups in ClientManager CRM do not automatically grant any permissions. Permissions must be manually assigned to each user.

Q: Who should have 'Delete' permission?

A: We strongly recommend granting the 'Delete' permission sparingly, ideally only to the practice owner, to maintain audit integrity.

Q: Can I access all client profiles if I'm not an adviser for them?

A: You can only access all client profiles if you have the 'Access' permission. Otherwise, you can only see clients where you are linked as an adviser, an assistant to an adviser, or clients without any linked advisers.

We hope this guide has been helpful! Please let us know if you'd like us to revise or expand on any section.