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How Do I Organize Teams, Permissions, and User Access Levels?

Deciding what advisers, assistants and managers can see

Dulce avatar
Written by Dulce
Updated this week

Summary

  • Teams help group users so only certain people see relevant info.

  • Users are added to teams and managed through a support form.

  • Permissions control what each user can view or edit.

  • Admin access gives full control, and different user types (Adviser, Assistant, Manager) have different capabilities.

Overview: Users, Teams & Access Levels

In GetTrail’s organisation settings, you choose how each team member interacts with the platform — including what they can see and change.
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1. Teams

  • Teams let you group advisers and assistants so members only see information relevant to their team.

  • You can create as many teams as you need — just click “Add Team”, name it, and save.

  • Teams help keep sensitive data visible only to the right people

2. Users

  • Below the Teams section, you’ll find a list of all users in your organisation.

  • With a dropdown, you can assign people to teams.
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  • To add new users, cancel accounts, or change access levels or to remove someone from your business in Trail, go to Organisation Settings and select the Add/Edit User button.

From there, you can:

  • Add/Edit a user from your business
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💡 Tip: If you need a copy of your business data before removing a user, you can use the Comprehensive Data Export feature.

👉 Learn more about exporting your data here: Comprehensive Data Export

https://intercom.help/gettrail/en/articles/7232764-comprehensive-data-export

3. Permissions

  • Permissions define what parts of the system a user can access or edit.

  • You might restrict users so advisers can’t see other advisers’ clients — useful for privacy or commission-based teams.

  • Before adjusting permissions, check that each user is assigned to the correct team and role.

3. Permissions

  • Permissions define what parts of the system a user can access or edit.

  • You might restrict users so advisers can’t see other advisers’ clients — useful for privacy or commission-based teams.

  • Before adjusting permissions, check that each user is assigned to the correct team and role.

5. User Level Access (Account Types)

There are three main user levels in Trail, each with different rights and responsibilities:

Adviser

  • Primarily used for users who intend to give advice

  • Can own profiles

  • Can be given business admin access

  • This account type has access to disclosures as well as a declaration

Assistant

  • Primarily used for those who assist throughout the advice process, but do not actually give any advice

  • Can be given business admin access

  • Can own opportunities (not profiles)

  • No access to disclosures or a declaration

Manager

  • The purpose of this account type can vary between businesses, but often used to signify a user as the manager of the business

  • This account type has the same level of access as n Adviser account

  • Can own profiles

  • Can be given business admin access

  • This account type has access to disclosures as well as a declaration

  • Managers have independent permissions of the Adviser account type

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