> ## Documentation Index
> Fetch the complete documentation index at: https://docs.hazel.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Teams

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](/guides/settings/members/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.

<Info>
  **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**.
</Info>

## 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

## Roles

Every member has one role:

| Role        | What it's for                                                                                                                             |
| :---------- | :---------------------------------------------------------------------------------------------------------------------------------------- |
| **Owner**   | Runs the firm in Hazel. Can see **every** household and contact, manage all settings, and manage the team. Owners are always Firm Admins. |
| **Advisor** | The standard seat. Works with the clients shared with them and uses Hazel's full feature set.                                             |

**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.

<Info>
  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.
</Info>

## Managing members

### 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.

<Note>
  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.
</Note>

### 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.

<Note>
  **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](#share-clients-with-one-member)).
</Note>

### Disable a member

To offboard someone, open their panel and, under **Account**, click **Disable account**, then **Save** and confirm.

<Warning>
  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.
</Warning>

## Controlling who can see which clients

Access is set **per client**. Each time you share a household or contact, you choose a level:

| Level      | What it allows                                                |
| :--------- | :------------------------------------------------------------ |
| **Read**   | Can view the client's details only.                           |
| **Write**  | Can view and edit details.                                    |
| **Manage** | Can view, edit, **and** control who else can see this client. |

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](#groups)).
* **When you create the client** — choose who can see it right in the new-household or new-contact form.

<Info>
  **Owners always see everything.** You never need to share a client with an Owner.
</Info>

<Note>
  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.
</Note>

### 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**.

<Info>
  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](#share-clients-with-a-group)).
</Info>

<Tip>
  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.
</Tip>

#### 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**.

| Action                | What it does                                                                                                                                              |
| :-------------------- | :-------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Grant all access**  | Stages a grant for **every** household (or contact) in the firm at the current **Access level for new grants**.                                           |
| **Copy access from…** | Pick another member; stages grants for everything they can access of this resource type. The member's existing access is kept; only additions are staged. |
| **Revoke all access** | Stages removal of every direct grant the member has for this resource type. Group-granted access isn't touched.                                           |

### 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.

## 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."

### Create a group

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

### 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.

### 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](#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**.

<Note>
  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.
</Note>

### Rename or delete a group

Use the **⋯** menu on a group's row to **Rename** or **Delete** it.

<Warning>
  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.
</Warning>

## 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.

### 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**.

<Tip>
  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).
</Tip>

**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.

### 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).

<Warning>
  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.
</Warning>

## 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.

## Related

* [Roles and Permissions](/guides/settings/members/roles-and-permissions) — a closer look at what each role can do
* [Owner / Admin Capabilities](/guides/settings/members/owner-capabilties) — managing the team and firm settings