Limited Access Users in Firm360

Firm360 allows firms to give team members limited access to specific clients instead of full access to the entire client list. This is helpful when working with contractors, bookkeepers, or staff members who only support certain clients.

There are two primary ways to assign limited client access in Firm360:

1. Using the Manager / Bookkeeper fields
    
2. Granting Client-Level Access in the Client Profile

Both methods restrict what users can see, but they are designed for slightly different workflows.

Initial Set Up

Create the new user, and select the roles “User” and “Limited Access”.

Option 1: Using the Manager or Bookkeeper Fields

The Manager and Bookkeeper fields allow you to assign specific limited access team members to a client. When a limited access user is assigned in one of these fields, they will only see the clients they are associated with.

This is the most common method for providing limited access.

When to Use This

Use this option when:

• A limited access staff member manages specific clients
   
• You need the ability to assign projects to the limited access staff member

How to Assign a Manager or Bookkeeper

Note - you must have the manager and/or bookkeeper field enabled within Settings in the black ribbon.

1. Navigate to Clients
2. Open the Client Profile
3. Select Edit
4. Locate the Manager or Bookkeeper fields
5. Select the appropriate user from the dropdown
6. Save the client record
   

Once assigned, the selected user will be able to view and work with that client, but will not see clients they are not assigned to.

Option 2: Granting Client-Level Access in the Client Profile

Firm360 also allows you to grant direct client-level access to all limited access users from within the client profile.

This method allows you to add users who should have visibility to a client without assigning them as the manager or bookkeeper.

When to Use This

Use this option when:

• All limited access users need access but may not be responsible for managing the client
   
• Limited access users need temporary access to the client
   
• Multiple limited access users need visibility for collaboration
   
• You want to avoid changing manager/bookkeeper assignments

How to Grant Client-Level Access

1. Navigate to Clients
2. Open the Client Profile
3. Select Edit
4. Locate the Limited Access Role Access section
5. Toggle the feature on
6. Save the changes
   

All limited access users will then be able to view and interact with that client, even if they are not listed as the manager or bookkeeper.

Note- you will not be able to assign a limited access user to a client’s project unless they are the manager or bookkeeper.

Key Differences Between the Two Methods

Feature	Manager / Bookkeeper Assignment	Client-Level Limited Access Role Access
Purpose	Assign responsibility for the client	Provide additional visibility only
Best for	Staff managing client work	Contractors or collaborators
Controls client visibility	Yes	Yes
Allows for project assignment	Yes	No