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Restricting Team Members to Specific Businesses (Scoping)
Business scoping lets you give a team member 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 team member 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 business |
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 → Team.
- Click the member's name.
- Toggle Restrict to specific businesses.
- Pick the businesses from the multi-select.
- Save.
The change is instant. The next time they refresh, they'll only see the scoped businesses.
What's affected by scoping
Across every list and detail view, the platform filters to only the scoped business IDs:
- Profiles list — only profiles attached to scoped businesses.
- Reviews — only reviews from those profiles.
- Cases — only cases for those businesses.
- Contacts — only contacts linked to those businesses.
- Reports — only reportable on scoped businesses.
- 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 businesses from someone's scope
Edit the team member, 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 business.
- 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.