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⚠️ Administrative access is required to use this tool

Overview

AdviserLogic offers robust User Access Controls that enable you to manage who can view, edit, or interact with specific information across your practice.

Access can be configured:

By user role (e.g. adviser, paraplanner, admin)
Per client, allowing precise control over who sees what
Per module, such as Digital Advice, Cashflow, or Compliance
Case-by-case, for one-off scenarios
By access rules, which automatically grant or restrict access based on predefined conditions (such as assigned adviser or service category)

You can also assign temporary access for locum advisers, contractors, or external support staff—ideal for covering leave or short-term projects—without compromising long-term access security.

This article outlines how to manage user permissions, apply access rules, and maintain visibility and compliance across your team, while protecting client confidentiality.

⚠️Important⚠️

The Tools > Admin Tools > Practice Management > Users screen is not designed to assign specific end clients to users.

Its purpose is to assign rules (filters) that determine which clients are made visible to a user.

🚧Misuse of this function may result in incorrect access restrictions or unexpected loss of visibility🚧

Access

To access the User management screen, navigate to Tools > Practice Management > Users.

Select New Client Access from the top right of the user management window.

📌Note

If you cannot view or access the New Client Access feature in your AdviserLogic account, please contact AdviserLogic Support for assistance.

Navigating the New User Access Control Panel

The New User Access List window in AdviserLogic provides a clear, card-based overview of individual users and their assigned client and module access. Each tile on this screen represents a single user and displays the following key information:

User Access List➕

The User Access List button located at the top left of the window allows you to quickly assign access conditions to multiple users.

User Card Features

Advisers: Lists the advisers whose clients are accessible to the user.
Category, Client Service Manager, Referrer: These filters (if used) further refine which clients a user can access.
Module Access: Highlighted as green labels, this section outlines the specific AdviserLogic modules the user has access to (e.g., Fact Finder, Insurance, Document Vault, Portfolio, File Notes, Tasks, Reports).

Action Buttons (Top-Right of Each Tile)

Client List: View all clients the user currently has access to.
Edit: Modify the user's access, including client filters and module visibility.
Delete: Remove all access for that user. Their card will update to reflect that no clients or modules are accessible (displayed in red or with “No Items to Display”).

This interface makes it easy for ypu to audit, manage, and adjust access on a per-user basis across the practice.

Each user's permissions can be tailored based on adviser linkage, role, or temporary access requirements.

👥 User Access List➕ - Configure New User Access or Apply Access Conditions to Multiple Users

To grant access to a new user or multiple users:

Select the User Access List ➕ button from the top left of the New User Access screen.

Under Select Adviser, select one or more user tiles.

Select Proceed to Filter Client (bottom-right of the screen).

📌Note

Adding access here will override any existing settings for the selected users. A confirmation pop-up will appear before continuing.

🔍 Filtered Clients Window

This panel displays the list of clients a user will have access to, based on the filters applied.

The left-hand panel contains filter fields, which are both manual search options and dynamic access rules.
The right-hand section lists client names that fit the filter criteria, along with adviser and address data.

⏳Apply Filters

Use the left-hand panel to filter clients by:

Adviser	shows only clients under the selected adviser(s).
Category	filters based on any assigned client categories (e.g. Active Clients, Retirees).
Client Service Manager	grants access based on client assignments to support staff.
Referrer	filters clients based on their referral source.

👉 Dynamic Access Rules

These filters are rule-based:

➤ Once set, access to new clients who match these rules is granted automatically.

➤ Removing the filter breaks the dynamic link and will freeze access to current Selected clients only.

➤ When adding a new filter, deselect and reselect all clients.

You can also:

Search Clients Manually
Use the search field above the client list to locate a specific client by name. This is useful to determine where a user has access to that client, this should not be used to assign specific clients to a user.

Select Clients
Tick the master checkbox beside the Client heading to apply the rules.

🛠️ Understanding Filter Logic

Filters not only refine the client list when assigning access—they also act as ongoing dynamic rules that control future access.

If no filters are selected, the user is granted access to all clients across the practice.

The more filters you apply, the narrower and more specific the access becomes.

Filters work in combination, so access is only granted if the client meets all selected criteria.

👉 Examples of Access Setups

Scenario	Filter Setup	Result
Full access for a Practice Manager	No filters selected	Access to all current and future clients across the practice
Support staff to see all of one adviser’s clients	Adviser = Example Adviser 1	The user sees all clients assigned to Example Adviser 1, including new ones, automatically
External paraplanner to access only specific clients	Client Service Manager = External Paraplanner	Only clients assigned manually under this CSM field will be visible
Restricted access to only Retiree clients for compliance checks	Category = Retirees	The user only sees clients with this category tag
Clients where Adviser 2 is the adviser and Lucy is the referrer	Adviser = Example Adviser 2 + Referrer = Lucy	Only clients that match both conditions are shown
Support staff to see one adviser’s clients in a specific region	Adviser = Example Adviser 1 + Category = NSW Clients	Very narrow access – only clients of Adviser 1 in the NSW category
Locum adviser filling in temporarily	Adviser = (none) + Client Service Manager = Locum	Allows access only to clients assigned manually to the locum, and none will be added dynamically

📌 Important Notes

Use minimal filters where possible to avoid unintentionally limiting the client list.

If the filters are too restrictive, the user’s client list may appear empty.

To remove access for a client, simply deselect them or update the filter criteria.
These rules can be updated at any time by editing the user's access card.

Categories can be created by following the Client Category Creation Instructions

This functionality helps practices automate and manage user permissions with flexibility, ensuring the right users see the right clients.

👉 Proceed to Set Module Access

Once the client list is finalised, select the Proceed to Set Access button in the bottom-right corner of the window.

This navigates to the Module Access screen, where you can define which parts of AdviserLogic the user can view or edit for the selected clients.

🔏 Set Module Access

Select the module access, then select Proceed to Grant Access from the bottom right corner of the screen.

Modules Listed:

Fact Finder
Assets/Liabilities
Insurance
Document Vault
Portfolio
File Notes
Tasks
Reports

Each module has three access options:

Full – Grants complete access to view and edit.
Read Only – Allows viewing without editing rights.
No – Restricts access entirely.

A toggle bar beside each module allows you to configure access per module individually, while a global Set Access toggle at the top provides a way to apply a default setting across all modules quickly.

✅ Final Step

In the bottom-right corner, the Proceed to Grant Access button confirms and applies the settings. Once selected, this will save the adviser’s module permissions for the chosen clients.

This screen is essential for managing tailored access levels, especially useful for temporary staff, paraplanners, or segmented support roles.

📄 Client List Button - View User Client Access

Select Client List from the users tile on the User Access window to view a full list of clients the user can access.

This list also shows the clients' phone number, address, and Adviser

📌Note

You can export the client list by selecting the Export button in the top-right corner of the Client List window. The data will be downloaded as an Excel file to your local drive, making it easy to review, share, or archive user access records.

👤 Edit Button - Modify or View User Client Access Rules

Select Edit to view or modify the user's client Access. You’ll be able to:

Change the client list using dynamic filter criteria rules
Add or remove module access
Assign or modify access across multiple clients at once

You will navigate to the Module Access Settings screen.

From here, you can:

👉 Assign the level of access the selected user has to the filtered clients.

👉 Set each module individually—such as Fact Finder, Insurance, Portfolio, or File Notes—as Full, Read Only, or No Access to ensure the user has the appropriate permissions based on their role.

The window displays:

Selected Adviser: The adviser you are assigning access to is displayed at the top left under "Selected Advisers." The adviser’s name and Practie or Business Group.
Filtered Clients: A tag list across the top centre of the screen shows the specific clients the user has access to. You can view or edit this client selection before proceeding.
Set Module Access: The central section allows you to define access levels across various modules in AdviserLogic for the selected adviser.

To view or modify the rules that determine a user’s client access, select the ✏️pencil icon located at the end of the Filtered Clients tile.

This allows you to adjust filter criteria that control which clients are visible to the user.

You will navigate to the Client Access Filter Setup window, where you can configure which clients a User can access in AdviserLogic.

🗑️ Delete Button - Revoke Access

Selecting Delete on the Users tile in the New Client Access screen will revoke all assigned access for that user.

The user will now only be able to view clients they created
Modules will appear in red
Criteria will display “Currently, No Data to Display”

This is useful for restricting access for users no longer active in your practice or for short-term permission adjustments.

🛠️ Troubleshooting Client Visibility

If you or your staff are unable to see a specific client in AdviserLogic, the most likely cause is the access filters or rules applied to that user’s profile.

These filters act as dynamic rules and will only show clients who meet all selected criteria (e.g. Adviser, Category, Client Service Manager).

Review and adjust the user’s access filters by following the steps above.

Simplifying or removing unnecessary filters will usually restore visibility.

💡 Tip

If no filters are applied, the user will be granted access to all clients.
The more filters applied, the more restricted their access becomes.

🛠️ Administrative Access

To request access to the User Access Control feature

From your AdviserLogic account navigate to the Tools section, the options on the right column will be greyed out.

Selecting the Raise a Request button will open a prompt, allowing you to raise an internal request to the Super Admins of your practice to grant you this additional level of permission.