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The Team tab in Settings is where you manage everyone in your firm: who’s on the team, what each person can do, and—most importantly—which clients each person can see. There are two separate ideas to keep in mind:
  • Roles decide what someone can do in Hazel (and whether they can manage firm settings). More on Roles and Permissions.
  • Access decides which Households and Contacts someone can see. Access is controlled per client—by sharing records with a person directly, or with a Group they belong to.
Who can manage the Team tab? Only Owners and Firm Admins see the Team tab. A few actions—assigning the Owner role and creating automatic rules—are limited to Owners.

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How the Team tab is organized

Open Settings → Team. Across the top you’ll find four views:
  • Members — everyone in your firm (and anyone you’ve invited)
  • Groups — reusable sets of people you can share clients with all at once
  • Households — browse every household and manage who can see each one
  • Standalone contacts — same, for contacts who aren’t part of a household

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Roles

Every member has one role: Firm Admin is a separate permission you can give an Advisor or Assistant so they can manage the team and billing—without giving them access to any additional client data. Owners are always Firm Admins.
Giving someone access to settings (Firm Admin) and giving them access to clients are two different things. Making someone a Firm Admin never changes which clients they can see.

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Managing members

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Invite a teammate

  1. Go to Settings → Team → Members.
  2. Click Invite (top-right).
  3. Enter their Email address—or pick someone under Suggested from your CRM to fill it in.
  4. Choose a Role: Advisor (default) or Owner.
  5. Click Send invite.
The person appears in the list as Invited until they accept.
You can invite people as Advisor or Owner. Invited members get access to all CRM-imported data (contacts, notes, tasks), so set their client access after they join.

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Change a member’s role or settings

  1. On the Members view, click a person’s row to open their panel.
  2. The panel opens on a hub showing the member’s avatar, role, status, Member settings, and a Permissions summary.
  3. Under Member settings, change their Role, toggle Tax Planning, or toggle Firm Admin.
  4. Click Save, then confirm in Apply changes?.
If a role needs a paid seat and none is free, you’ll see a note that a paid seat will be billed before you confirm.
Member settings save immediately. Permissions changes are different — they’re staged and don’t apply until you press Review & apply (see Share clients with one member).

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Disable a member

To offboard someone, open their panel and, under Account, click Disable account, then Save and confirm.
Disabling a member is permanent and cannot be undone. It turns off their access and disconnects their integrations. To bring someone back, you’d have to invite them again. You can’t disable your own account.

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Controlling who can see which clients

Access is set per client. Each time you share a household or contact, you choose a level: There are three ways to share a client:
  • Directly with a person — from a member’s panel, or from the client’s own Who has access section.
  • With a Group — share once with a Group, and everyone in it gets access (see Groups).
  • When you create the client — choose who can see it right in the new-household or new-contact form.
Owners always see everything. You never need to share a client with an Owner.
When you open the Who has access panel from a household or contact’s detail page, the controls only let you make changes if you have Manage on that record. If you can see the client but don’t manage it, the panel is read-only — you can review who has access without risk of changing it.

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Share clients with one member

The member panel opens on a hub with three rows under Permissions: Households, Standalone contacts, and Groups. Each row summarizes how much the member can reach today—e.g. “42 total · 30 direct, 12 via groups” for a resource type, or “3 groups · 18 contacts, 27 households” for groups. Click a row to drill in.
  1. Settings → Team → Members, click the person’s row.
  2. Under Permissions, open Households or Standalone contacts.
  3. Use the filter chips above the list to focus by source: All, Manual (added by hand), CRM-synced (granted by your CRM), or Via group (inherited from a group). Each chip shows its count.
  4. To add clients, click Add households / Add contacts, search, and check the clients to share. Set the Access level for new grants (defaults to Read) — changing it after you’ve checked rows updates everything you’ve selected so far.
  5. To change an existing share, use the level dropdown on a row (Read, Write, Manage, or Remove access).
  6. Click ← Back to return to the hub. Repeat for the other resource type or for Groups if needed.
  7. When you’re done, click Review & apply in the footer to see every staged change in one list, then Apply.
Rows granted via group are read-only here — they show the group name and aren’t editable from the member’s panel. Edit the group’s access instead (see Share clients with a group).
Nothing is saved as you click—every change you make across Households, Standalone contacts, and Groups is staged into one set until you press Review & apply. The footer shows the running count (e.g. “5 pending changes”). If you close the panel with unsaved changes, Hazel asks before discarding them.

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Bulk actions (Owners only)

Inside Add households or Add contacts, Owners see three bulk actions at the top of the flow. They’re scoped to the resource type you’re in (households or standalone contacts), and like everything else they stage into the pending set — nothing applies until Review & apply.

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Set access when creating a client

When you create a household or contact, use the Who can access this household? / Who can access this contact? section to add the people and groups who should see it. Owners are always included automatically. You can fine-tune levels afterward.

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Groups

A Group is a named set of people. Share a household or contact with a Group, and everyone in that Group can see it—so you set up access once instead of person-by-person. Groups are perfect for service teams, pods, or “everyone who works with retirement clients.”

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Create a group

  1. Settings → Team → Groups.
  2. Click New Group, enter a Group name, and click Create.

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Add people to a group

  1. On the Groups view, click the + in the group’s Members column.
  2. In Manage members, search for people and click Add.
  3. Remove someone with the ✕ next to their name, then click Done.
Everyone you add immediately gains access to whatever the Group can see.

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Share clients with a group

The Household access and Contact access windows are split into three tabs that share a single pending set:
  • Add households / Add contacts — pick clients by hand.
  • Automatic rules — set rules that share matching clients (and future ones) for you. See Automatic rules.
  • Has access — review who the group can currently see, with a preview of what changes after you apply.
The Has access tab shows a count badge that previews the projected roster when you have pending changes — e.g. “42 → 47” means the group reaches 42 clients today and will reach 47 after you apply.
  1. On the Groups view, click the + in the group’s Household or Contact column.
  2. On the Add households / Add contacts tab, search and check the clients to share (use Select all shown to add a whole list).
  3. Optionally switch to Automatic rules to add a rule, or Has access to preview the result. The footer shows a running tally of pending contact and rule changes.
  4. Click Review & apply, then Apply.
In a Group’s Contact access window you can only add standalone contacts. Contacts who belong to a household automatically follow that household’s access.

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Rename or delete a group

Use the ⋯ menu on a group’s row to Rename or Delete it.
Deleting a group removes the access its members got through that group. People keep anything that was shared with them directly or through another group.

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Automatic rules

Instead of adding clients to a Group one by one, you can set up an automatic rule that shares matching clients with the Group for you—both clients that match today and any that match in the future. A rule matches on:
  • Owner — the advisor a client is assigned to, and/or
  • Tag — clients carrying a tag you choose.

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Create a rule

  1. Open a group’s Household access or Contact access window.
  2. Go to the Automatic rules tab and click Create rule.
  3. Under Where, add a condition: choose an Owner and/or one or more Tags.
  4. Check the live preview—e.g. “24 contacts match today · future contacts that match will be added automatically.” Click View list on the preview to see the exact clients that will be matched before you stage the rule.
  5. Click Add rule. The rule appears in the list with a Pending badge until you apply.
  6. Click Review & apply, then Apply.
You can edit a pending or active rule from the Automatic rules tab — pencil icon to re-open the builder, trash icon to stage a deletion (the deletion’s impact count is shown alongside it).
How rules combine:
  • Within a single rule, a client must match every condition (for example, owned by Jane and tagged Tax).
  • Across rules, a client that matches any rule gets access.
  • Leaving a rule with no conditions shares all clients of that type.

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See who a group can reach

Open the Has access tab in any access window to review everyone the Group can currently see, split into Added manually and Via rule: sections (one section per rule, headed by the rule’s sentence)—a quick way to audit access. When you have pending changes, the tab previews the post-apply state: rows you’ve added show a Will add badge, rows you’ve removed show Will remove, and pending rules show “N will gain access” for the contacts they’ll match. Use the × on a manual row to stage a removal; rule rows are display-only (the rule would re-add them on apply — edit or delete the rule instead).
A few things to know about rules:
  • If you remove a client by hand but a rule still matches them, they keep access through the rule. To stop sharing, edit or delete the rule.
  • Clients shared by a rule can’t be removed one at a time on the Has access tab—change the rule instead.
  • Deleting a rule removes the access that rule granted.

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Tips

  • Start with Groups. For anything more than one or two people, share with a Group instead of individuals—it’s far easier to maintain.
  • Use rules for “always” sharing. If a whole category of clients should always be visible to a team (by owner or tag), a rule keeps it current automatically as clients are added.
  • Remember the two axes. Role = what someone can do; access = which clients they can see. Promoting someone to Firm Admin doesn’t reveal any new clients.
  • Owners see everything—you don’t need to share clients with them.