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Creating User Permission Groups

Permission groups let you assign access by role instead of managing permissions user by user. Everyone in a group inherits the group's permi

Written by Andrew Flowers

Permission groups let you assign access by role instead of managing permissions user by user. Everyone in a group inherits the group's permissions automatically. This makes onboarding faster, reduces permission errors, and keeps access audit-friendly as your firm grows.

Prerequisites

  • Admin access in CX.

  • A short access plan: your firm's job functions (for example: Operations, Relationship Managers, Compliance) and the level each one needs — Read, Read/Write, or None — in each area.

Tip: Design groups around job functions, not individual people. This avoids duplicate groups and permission drift.

Create a group

  1. Click your profile icon in the bottom-left corner and select Users & Groups.

  2. Click New in the top-right corner.

  3. Select New Group.

  4. Enter a clear, role-based name (for example, "Operations – Write Access" or "Relationship Managers – Read Only") and pick a color. The color appears as a badge next to each member in the Users table.

  5. Save the group. It appears in the Groups table.

Configure the group's permissions

  1. Find your new group in the Groups table.

  2. Click each permission cell and choose Read, Read/Write, or None for that area (Clients, To-Do, Client Portal, Deals, Plans, Templates, Pages). See Permissions and Roles for what each area controls.

  3. Use the lowest level that lets the role do its work — avoid granting broad write access for convenience.

  4. Review the row when you're done. The cells show R, R/W, or – for each area.

Add users to the group

  1. In the Users table, open the options menu on a user's row.

  2. Click Add to Group and select your group. The group's color badge appears next to the user's name.

  3. Repeat for each team member in that role. Each user now inherits all of the group's permissions.

Validate effective access

  1. Ask a group member to log in (or use your internal test account).

  2. Confirm they can reach the areas their role needs — and nothing more.

  3. If access looks wrong, fix the group's permissions first. Only add user-level overrides for true exceptions.

You're all set! New hires in this role now get the right access the moment you add them to the group.

Important: Removing a group removes its permissions from every member, and this can't be undone. Double-check membership before deleting a group.

Related articles

  • Users and Groups Overview

  • Permissions and Roles

  • Inviting New Users

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