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Restricting Users to Specific Companies (Scoping)
Company scoping lets you give a user access to only the clients they're responsible for. Other clients are invisible to them — they won't appear in lists, search, or reports.
When to use it
- A new account manager who should only see their assigned book.
- A client liaison who should only see one client.
- A vertical specialist (e.g. plumbing accounts only).
- A junior user shadowing one client.
- A client themselves, granted viewer access to monitor their own data.
Who can be scoped
| Role | Can be scoped? |
|---|---|
| Owner | No — always sees everything |
| Admin | No — always sees everything |
| Member | Yes |
| Viewer | Yes |
| Client Reviewer | Implicitly — scoped to their own company |
Provider Access (a separate grant for external service-providers) doesn't use the scoping mechanism above; it's a per-case grant managed at the platform-admin level.
How to scope someone
- Settings → Users.
- Click the user's name.
- Under Company Access, click Restrict Access.
- Pick the companies from the Assigned Companies multi-select.
- Save.
The change is instant. The next time they refresh, they'll only see the scoped companies.
What's affected by scoping
Across every list and detail view, the platform filters to only the scoped companies:
- Profiles list — only profiles attached to scoped companies.
- Reviews — only reviews from those profiles.
- Cases — only cases for those companies.
- Contacts — only contacts linked to those companies.
- Reports — only reportable on scoped companies.
- Content calendar — only entries for scoped profiles.
- Search (top bar) — won't match anything outside the scope.
It is a complete sandbox. They literally cannot reach data outside the scope, even by typing IDs into URLs.
Promoting a scoped member
If you promote a scoped member to admin, scoping is automatically removed — admins always see everything. Demoting back to member does not restore the scope; you'd reset it manually.
Adding/removing companies from someone's scope
Edit the user, change the multi-select, save. Effective immediately. They may see a brief flash of stale data if they had a page open — a refresh fixes it.
Common pitfalls
- Forgetting to scope. A new hire defaults to seeing everything. If they should only see two clients, scope them before they sign in.
- Scoping owners. Not possible. If you need a partial-view co-leader, make them an admin with scoping is also not possible — use member with scoping instead.
- Viewer with no scope. A viewer without scoping is a read-only employee — they see everything. If you meant to give a client read-only access to their own data, you'd want viewer + scope + their single company.
- External contractors. Don't try to scope them as members or viewers. Use Provider Access (a separate grant — see Roles & Permissions) so they only see the cases they've been granted access to.