Control who sees which clients
Tallyfor Permissions lets you decide which team members can see which clients. You do this with two building blocks — Client Groups (collections of clients) and Team Groups (collections of team members) — and by linking them together. Each person then has access to exactly the clients they should be working on, and nothing else.
Roles still apply. Owners and Admins always see every client. Group-based access controls what team members with the User role can see.
What changed in the July 2026 redesign
The Permissions area was rebuilt to make firm-wide access easier to set up and understand:
Permissions now lives on the Team tab (Owners and Admins only).
A redesigned, searchable assignment picker replaces the old two-pane list — pick clients or team members from a single checkbox list, shift-click to select a range, and use search plus "Select all matching."
A two-column overview shows Client Groups and Team Groups side by side, with cards that make it clear who can see what.
User groups now limit a team member to the clients in their linked Client Group(s) — assigning someone to a group narrows their view rather than only adding to it.
Owners and Admins can preview access as a restricted teammate to confirm exactly what a User will see.
Where to find it
Open the Team tab in the main navigation and select Permissions. Only Owners and Admins can see this tab; Users cannot.
Team roles
Every team member has one of three roles:
Owner — full access, including private groups and firm-wide settings. Owners always see all clients.
Admin — manages team members and permissions. Admins always see all clients.
User — works on assigned clients. What a User sees is controlled by group membership.
New team members are invited as Users. You can change a member's role after they accept the invite.
How access works
A team member who is not in any Team Group can see all of the firm's clients.
Once you place a member in a Team Group, they are limited to the clients in the Client Group(s) linked to that Team Group.
Remove a member from their group and they return to seeing all clients.
Owners and Admins always see everything, by design. A banner at the top of Permissions reminds you of this and lets you preview access as a restricted teammate.
Create and manage groups
In the overview, Client Groups appear in one column and Team Groups in the other. Each group is shown as a card with relationship chips — a Client Group shows who can see it ("Seen by"), and a Team Group shows how many clients it can reach ("Sees N via"). Clients that aren't in any group appear in an unassigned area, and a note flags team members who aren't in a group yet.
To build a group:
Click + Add in the Client Groups or Team Groups column.
Name the group.
Use the assignment picker to choose the clients (or team members) to include.
Save. You'll see an inline status while changes save.
The assignment picker
The picker is a single, searchable checkbox list:
Search to filter the list, then use "Select all N matching" to add everything that matches.
Click a row to toggle it, Shift-click to select a range, and ⌘/Ctrl-click to toggle several individually.
A running "N of M selected" count and a Clear option keep large lists manageable.
One group at a time. A client (or team member) belongs to a single group at once. If you add someone who is already in another group, Tallyfor shows an amber reassignment banner and moves them to the new group.
Preview access as a restricted teammate
Because Owners and Admins see every client, it can be hard to tell what a User will actually see. Use Preview access as a restricted teammate — from the banner at the top of Permissions — to view the client list exactly as a grouped User would. It's a quick way to confirm your setup before you rely on it.
Private groups for Owners
Owners can mark a Client Group as Private to hold the firm's own binders and the owner's binders. A private group is visible only to Owners and carries a lock badge.
Click + Add in the Client Groups column.
Name the group and select the client(s) to include.
Check Make the group private (visible only to Owners).
Click Done.
Plan limits
Basic subscribers can create 2 Client Groups and 2 Team Groups. Premium subscribers can create unlimited Client Groups and Team Groups. When you reach the limit, Permissions shows an option to upgrade for unlimited groups.
Frequently asked
Can a client be in more than one group? No — each client (and each team member) is in one group at a time. Adding them to a new group moves them.
What happens when I remove a User from a group? They return to seeing all of the firm's clients.
Who can manage Permissions? Owners and Admins.