Limiting Data Visibility Scope to Contacts and Opportunities

Modified on Thu, 25 Jun at 10:27 AM

Let users see only the records they're directly assigned to — ideal for role-based data access.

Overview

This guide shows how to restrict users in your TheraSaaS account so they only see the Contacts and Opportunities they are directly assigned to — useful for teams where privacy, security, or role-based access matters (e.g., sales teams, client managers). Admins control this by assigning users as owners or followers on Contacts and Opportunities.

Step-by-step tutorial

1Log in as Admin
You must log in with a role that has permission to assign Contacts and Opportunities — typically an Admin.
2Assign a contact to a user
1. Go to the Contacts tab.
2. Select a contact record.
3. In the Assigned To or Followers section, add your staff member.
4. Click Save.
When the user logs in
- They see only the contacts they're assigned to.
- They cannot see other contacts.
- Conversations and unrelated data remain hidden.
3Verify contact visibility
1. Have the assigned user log in.
2. Go to the Contacts tab.
3. The assigned contact now appears in their list.
4. If no contacts are assigned, the list will be blank.
4Assign an opportunity to a user
1. Log in as Admin.
2. Go to the Opportunities tab.
3. Select the opportunity you want to assign.
4. In the Assigned To (Owner) or Followers field, add the user.
5. Save changes.
Result
The user will now see the opportunity in their pipeline view.
5Test opportunity and contact visibility
1. As the assigned user, go to Opportunities.
2. They'll see only the assigned opportunity.
3. Click the opportunity to view its details.
4. Click the linked contact — they'll only see it if they're also assigned to that contact.
6Remove access to a contact
To further limit what a user sees:
1. Log in as Admin.
2. Go to the Contacts tab.
3. Remove the user from the Assigned To or Followers section.
4. Save changes.
Result
Even if the user still sees the opportunity, they will no longer see the contact details once they're unassigned. This double-layer assignment ensures strict, limited visibility.

Pro tips

Always assign both Contacts and Opportunities to users so they have seamless access where needed.
Removing a user from Contacts but leaving them on Opportunities limits them to pipeline data only — the contact details will disappear.

Why use this

Protect sensitive client information and simplify user dashboards so each person only sees what's relevant to them.

Watch out for

An opportunity can stay visible while its linked contact is hidden. If a user needs full context, confirm they're assigned to both records — not just one.