Restrict data access
Use Only Assigned Data so agents see only the clients, opportunities and appointments assigned to them.
3 min read
In many agencies each agent works their own listings and their own clients. Letting each agent see only their own clients has two benefits: everyone focuses on their own list, and an agent who leaves hasn't seen the whole client database. In Squaremeters you do this per user with the Only Assigned Data setting.
What does Only Assigned Data restrict?
A user with this setting on sees:
| Area | What they see |
|---|---|
| Contacts | Only clients assigned to them |
| Conversations | Only those clients' conversations, including the assistant's call logs |
| Opportunities | Only opportunities they own |
| Calendars | Appointments assigned to them |
| Tasks | Tasks assigned to them |
Other clients don't appear in this user's lists, searches or reports.
Note
Only Assigned Data only makes sense for users with the User role. Admins always see all data.
Switching it on
- Open Settings → My Staff and click the pencil icon on the agent's row.
- Go to the Roles & Permissions tab. Make sure the role is User.
- Switch on Only Assigned Data.
- Click Save. The restriction applies once the user refreshes the page.
The result: who sees what?
- Broker Burak Aydın (Admin) sees all five clients.
- Selin Kaya, with Only Assigned Data on, sees only the two clients assigned to her. James Carter, who isn't assigned to anyone yet, is hidden from Selin's list.
How clients get assigned to an agent
The restriction only works if assignments are made properly:
- The assistant and automations: following the rules set up during onboarding (e.g. by area, listing or rotation), a caller the assistant handles can be assigned to an agent, and the opportunity owner is the same person. See Lead routing and tasks.
- Manual assignment: choosing the agent in the assignment field on the client record. See Contact detail page.
- Bulk assignment: selecting several clients in Contacts and assigning them to an agent. See Bulk actions.
- Conversation assignment: assigning a conversation to a colleague in Conversations. See Assign and collaborate.
- Opportunity owner: choosing the Owner on the opportunity card. See Add an opportunity.
Tip
When Ahmet Demir calls at 23:40 looking for a 3-bed in Kadıköy, the assistant qualifies him, assigns him to Selin Kaya (the agent for the Moda listing) and opens the opportunity in Selin's name. In the morning Selin sees Ahmet, the call summary and the call-back task together in her own list.
Common mistakes
1. Unassigned leads don't reach anyone. If every agent is restricted and there's no assignment rule, only the Admin sees new clients. Don't restrict the office assistant, or save a smart list showing unassigned clients. For automatic assignment, write to your consultant.
2. The client is assigned to one agent, the opportunity to another. The restricted agent sees the client but not the opportunity (or vice versa). Update both together.
3. An agent left and their clients were orphaned. Reassign their clients before deleting the user. See My staff.
4. Report numbers don't match. A restricted agent sees only their own data on the Dashboard and in reports; don't compare it with the broker's totals.
Heads up
Only Assigned Data doesn't replace the export permission. To stop the client list being copied, also switch off Contacts → Export (Roles and permissions).
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