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How to Update a User's Contact Access

Give a user access to contacts, change which contacts they can see, or fix access that stopped working.

A manager just moved to a new location.  A new Executive Director logs in and sees no employees.  A district leader now covers three stores instead of two. In each case, the fix is the same: update the user's Permissions so their contact access matches their current role.

Only Account Admins can update user permissions.

In this guide:

  • Give a user access to a contact type for the first time
  • Assign access to specific locations, areas, or communities
  • Fix a user who suddenly can't see any contacts

 

Step 1: Find the User
  1. Click the Settings wheel at the top right of the page.
  2. Click the Users tile.
  3. Search for the user by name, email, or access role.
  4. Click Edit next to the user's name.
Step 2: Choose the Contact Type

In the Permissions section, find the row for the contact type you want to update. This is usually Employees or Team Members, but you can update access to any contact type in your account.

A user can have access to more than one contact type. For example, a manager might have access to both Employees and Terminations.

Important: New users start with no access to any contact type. Every row shows No access until an Admin adds it. If a new manager says they can't see anyone, this is the most likely reason.

Step 3: Add or Change Access
  1. In the row for the contact type, click + Add. (If the row already has access set up, click Edit in that row instead.)
  2. A window opens with Everyone selected by default. This gives the user access to all contacts in that contact type.
  3. Choose one:
    • To give access to everyone: click OK at the bottom right and skip to Step 5.
    • To limit access: turn on the Select criteria toggle and continue to Step 4.
Step 4: Limit Access to Specific Contacts
  1. Use the dropdown on the left to choose the field you want to filter by. This is usually a field like Location, Area, Community, or Store Number.
  2. Leave is any of selected.
  3. Use the dropdown on the right to select one or more values. For example, a General Manager or Executive Director might need just their own location, while an Area Manager might need several.
  4. Check the number of matching contacts shown at the top left of the window. This tells you how many contacts the user will be able to see.
  5. Click OK at the bottom right.

Tip: You can type in the right-hand dropdown to search. Press Enter or click the match to select it. Then delete what you typed and search for the next one. Your earlier selections stay selected, so you can add as many as you need. You can also scroll the list and click each item.

Tip: To double-check what you picked, turn on the Selections only toggle. The list hides everything you didn't select.

         Tip: Click Add Rule if the permission access needs to be more specific.  For example, set the Location for a User, click Add Rule, and then choose to add a department or a job title.  This would set access to Location A and Department Manufacturing.

Step 5: Save Your Changes
  1. Check the contact type row. It now shows what the user has access to.
  2. Click Save at the top right of the page.

Important: Your changes are not saved until you click Save at the top right. Clicking OK in the window only updates the row on the page.

Important Things to Know
  • Only Account Admins can update permissions. Managers can't change their own access or anyone else's.
  • New users have no access. Every contact type shows No access until an Admin adds it.
  • Access is based on your HRIS data. goHappy receives fields like Location, Community Name, and Store Name from your HRIS system. If a value is renamed in your HRIS, a user's access set to the old name will stop matching anyone. See the FAQ below.
  • The Users page doesn't show contact counts. The row shows the criteria, not how many contacts match. Click Edit in the row to see the count.
  • Changes take effect immediately.
Frequently Asked Questions

One of my managers says they can't see any contacts, but their User page shows permissions are set. Is something wrong?

Most likely, the name of their location, store, area, or community changed in your HRIS system, so their access no longer matches any contacts. Here's how to check and fix it:

  1. Go to Settings → Users and click Edit next to the manager's name.
  2. In the Permissions section, click Edit in the row for the contact type.
  3. Look at the number of matching contacts at the top left of the window. If it shows 0, the criteria no longer match the old selections.
  4. Click the dropdown on the right and click the orange reset button to clear the old selection.
  5. Search for and select the correct store, area, community, or which data matters for this User.
  6. Click OK, then click Save at the top right of the page.

A new manager can't see any contacts. Why?

New users start with No access for every contact type. An Account Admin needs to add access by following the steps above.

A manager moved to a different location. How do I update their access?

Edit their user, click Edit in the contact type row, clear the old location with the orange reset button, select the new one, click OK, and then click Save.

Can a user have access to more than one location?

Yes. Select as many values as you need in the right-hand dropdown.

Can a user have access to more than one contact type?

Yes. Each contact type has its own row in Permissions. Add access to each one the user needs.

How do I remove a user's access to a contact type?

To completely remove access from a contact type, click the "Delete" button instead of the Edit button.  

Why don't I see the Edit button or the Permissions section?

Only Account Admins can update user permissions. If you need a user's access changed, ask an Account Admin on your team. This is typically someone on your HR team.

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