Limiting Data Visibility Scope to Contacts and Opportunities

This guide shows how you can restrict users in your TheraSaaS account so they only see Contacts and Opportunities they are directly assigned to. This is useful for teams where privacy, security, or role-based data access is important (e.g., sales teams, client managers).

✅ Overview:

Admins in can set other users to only view the records they are assigned to. You control this by assigning users as owners or followers on Contacts and Opportunities.

? Step-by-Step Tutorial

? Step 1: Log in as Admin 

You must log in with a user role that has permission to assign Contacts and Opportunities (typically an Admin).

?‍? Step 2: Assign a Contact to a User

1. Go to the Contacts tab in your TheraSaaS account.

2. Select a Contact record.

3. In the Assigned To or Followers section, add your staff member 

4. Click Save.

➡️ Now, when the user logs in:

• They will see only the contacts they are assigned to.

• They cannot see other contacts.

• Conversations and unrelated data remain hidden.

? Step 3: Verify Contact Visibility

1. Have the assigned user log in.

2. Go to the Contacts tab.

3. The assigned contact will now appear in their list.

4. If no contacts are assigned, the list will be blank.

? Step 4: Assign 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.

➡️ Now, the user will see the opportunity in their pipeline view.

?️ Step 5: Test Opportunity and Contact Visibility

1. As the assigned user, go to Opportunities.

2. They will now see only the assigned opportunity.

3. Click the opportunity to view its details.

4. Click the linked contact — they will only see this if they are also assigned to that contact.

? Step 6: Remove Access to a Contact

To further limit what users see:

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 if they are no longer assigned.

This double-layer assignment ensures strict, limited visibility.

✅ Pro Tips:

• Always assign both Contacts and Opportunities to users to ensure they have seamless access where needed.

• Removing a user from Contacts but leaving them on Opportunities limits them to pipeline data only (contact details will disappear).

? Why Use This?

• Protect sensitive client information.

• Simplify user dashboards (they only see what’s relevant).