User Permissions | Stax.Ai Help Center

Permission Types

There are two permission types on Stax.ai which govern access to all resources. Resources include but are not limited to projects, tasks, folders, files, templates, pages, clients, and plans.

Read-Only Access	List and find the resource View the contents of the resource
Read-Write Access	Read & Write access allows users to perform all actions in the Read permission type plus Edit the resource Delete the resource

The following resources are scoped. Administrators can grant granular read/write access to these:

Library/Template	Project Templates Email Templates Forms (PDF and Questionnaires) `Scope group: templates`
To-Do	Projects Tasks For projects and tasks, there are three separate kinds of access: All users by default have access to tasks and projects they are a lead on or assigned to a task on. Access (read-only or read/write) to all projects and tasks `Scope group: to-do::all` Access to projects and tasks for clients they have access to. `Scope group: to-do::client`
Clients	Clients Deals Similar to projects and tasks, there are different kinds of access to clients: All users by default DO NOT have access to any clients or deals. Access (read-only or read/write) to all clients and deals `Scope group: clients::all` Access to clients and deals they are assigned to (internal contact) `Scope group: clients`
Client Portal	Client Portal user and access management Delegated access to the client portal on behalf of clients Permissions for client portal access are inherited from the client, i.e. the user shall have the appropriate access to the client portal if they have access to that client, however they also need general client portal access. `Scope group: clients::cp`
Deals	Deals Funnels Stages Campaigns Prospecting Permissions for deals are inherited from the client, i.e. the user shall have the appropriate access to the deals for clients they have access to, however they also need general deals access. `Scope group: clients::deals`
Retirement Plans	Plan Provisions Participant Data Compliance Investments Permissions for retirement plans are inherited from the client, i.e. the user shall have the appropriate access to the deals for clients they have access to, however they also need general retirement access. `Scope group: retirement`
Dashboards	Built-in and custom dashboards may contain aggregates or detailed information based on data throughout the system. Administrators must grant access to each dashboard to users or groups independently after verifying that the dashboard does not reveal any information the user should not be privy to. If users are not given access to any dashboards, the Dashboard section will show them their Day In Review, highlighting: Summary of emails received in the last days that require attention Their tasks and projects upcoming due dates Tasks they currently have marked in progress `Scope group: dashboards`

Permission Levels

Owner	The user that created the Stax.ai account is the Owner of the team. Owners have the same access control as administrators, and additionally, they have the ability to delete a Stax.ai team - administrators do not have that permission.
Administrator	Administrators have complete read and write access to all resources associated with the team. They are also the only people who can add, remove, or manage other users. See Managing Users to learn more. Owners and administrators are the only people who have access to team settings such as Users and Groups, Client Portal Branding, Integrations, Billing, etc.
Users	Users by default have read access to most resources on the system (see Special Permissions below for exceptions). Granular write access can be granted and managed individually or using groups. See Grouping Users for Access Control for more information.
Clients	Clients have limited access to Stax.ai through the team's Client Portal and are scoped to only their client information. Administrators can invite clients to the Client Portal via the Clients section.

When adding a client user to the Clients section, click on the Client Portal Access check box to invite the user to the Client Portal.

A dialog box will appear which allows the administrator to set the client user's permissions.

If a client user has permissions to Add, manage, or delete other users, they are able to invite and manage users directly through the client portal and manage the other client users' permissions.

Special Permissions

Inbox

Each user's emails are private to that user unless the email is linked to a client and other users have access to that client.

Emails are automatically linked to clients based on:
Emails sent to or received from all client contacts
Emails sent to or received from the client's domain
Only administrators can connect domains to clients.

If there are certain emails discussing material that administrators do not want other users to see, even if the message is linked to a client, there are a few different options:

Each administrator can individually configure their Stax.ai account (under Account Settings) to automatically mark all of their emails as private even if attached to a client. Only they will be able to see their messages unless other users were recipients of or copied to the emails.
Users can unlink emails from clients to prevent others from seeing them

Pages

Access to pages are different from other resources. See Pages to learn more.

Files & Folders

File access and permissions are more complex as Stax.ai allows users to:

Share files with other users
Allow end users (without Stax.ai accounts) to upload files to folders
Share files or folders with clients
Send files or folders securely through the client portal

See Files for more information on file access control.

Your Profile Settings

Users and Groups

Files

Invite Clients to Your Client Portal

Managing Client Portal Users