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

# Restrict Users to Only Their Own Records

> Create a custom role that limits a user to viewing and editing only the accounts, contacts, and opportunities they own.

## Where to Find It

* Click your name in the lower-left corner of Reevo.
* Select [**Settings**](https://app.reevo.ai/settings/user-profile).
* Navigate to **Users, roles and teams > Roles**.

## What This Does

By default, every user including Standard User can view all records in your organization. If you need reps to see only their own book of business, create a custom role that grants no Organization access and no Team access. Owner access is always on, so what remains is the user's own records.

<Warning>
  This role does not create a complete wall. Anyone listed in a record's **Participants** field can still view that record even if they do not own it. Participants get View only, not Edit, on accounts, contacts, and opportunities. Read [What this does not restrict](#what-this-does-not-restrict) before rolling this out.
</Warning>

## Before You Start

1. **Verify record ownership.** This role scopes everything to the owner field, so incorrect owners produce incorrect access. Fix owners in bulk on [Reassign ownership](https://app.reevo.ai/settings/reassign-ownership).
2. **Confirm the users are not Org Admins or Team Admins.** Those are system roles and cannot be restricted. Reassign the users to your new role in step 2.

## Step 1: Create the Role

1. Navigate to **Settings > Users, roles and teams > Roles**.
2. Click **Create Role**.
3. Enter a name, for example `Own Records Only`, and an optional description.
4. In the **Organization** section, leave **View** and **Edit** unchecked for every record type.
5. In the **Team** section, leave **View** and **Edit** unchecked for every record type.
6. Check the **Role summary** panel. It should confirm that record owners keep view and edit access and that no wider access is granted.
7. Save the role.

## Step 2: Assign Users to the Role

1. Navigate to **Settings > Users, roles and teams > Users**.
2. Select a user.
3. Change their role to the role you created.
4. Repeat for each user who should be restricted.

Each user holds one role at a time, so assigning this role replaces their previous one.

## Step 3: Verify

Ask one restricted user to confirm the following, or check with them over a screen share:

1. Open **Contacts**. The record count should drop to their own records plus any they participate in.
2. Search for a contact owned by a different rep who is not on their team. It should not appear.
3. Open one of their own contacts and confirm they can still edit it.

## What This Does Not Restrict

* **Participant records.** Anyone listed in a record's **Participants** field can view it regardless of who owns it. This applies to accounts, contacts, and opportunities, and it grants View only, not Edit. The Participants field is managed manually on the record, so it is under your control: it is not populated automatically from meeting attendance or email activity, and it cannot be set through CSV import. Audit the Participants field on sensitive records if you need a hard boundary.
* **Lists.** Contact and account lists remain visible organization-wide. A restricted user can open another rep's list, though the rows inside are filtered to what they are permitted to see.
* **Admin roles.** Organization Admins and Team Admins are unaffected by this role.
* **Private meetings and tasks.** These follow their own owner and participant rules, which this role does not change.

## Troubleshooting / FAQs

<AccordionGroup>
  <Accordion title="A restricted user can still see a contact they do not own. Why?">
    They are listed in that contact's Participants field. Open the contact and check it. Participants can view a record regardless of who owns it, so removing the user from that field removes their access, provided they are not the owner.
  </Accordion>

  <Accordion title="Can I restrict a user to their own records and still let managers see everything?">
    Yes. Assign the restrictive custom role to the reps, and leave managers on Organization Admin or Team Admin. Team Admin sees all organization records; Organization Admin sees and edits everything.
  </Accordion>

  <Accordion title="Do I need to put these users on a team?">
    No. This role grants no team access, so team membership does not affect what they see. You may still want teams for reporting.
  </Accordion>

  <Accordion title="Can a restricted user edit a record they are a participant on?">
    No. On accounts, contacts, and opportunities, being a participant grants View only. Edit stays limited to records they own. Meetings and tasks behave differently: participants can edit those.
  </Accordion>

  <Accordion title="Can a restricted user export the full record set?">
    No. Exports apply the same record-level permissions, so their export contains only the records they can already see. Bulk exports also require admin access.
  </Accordion>

  <Accordion title="Can I hide a rep's lists from other reps?">
    Not currently. List visibility is organization-wide and is not governed by roles.
  </Accordion>

  <Accordion title="What happens to a restricted user's records if they leave?">
    Reassign ownership before deactivating them, otherwise the records lose their owner and the people who need them may not be able to see them. Use [Reassign ownership](https://app.reevo.ai/settings/reassign-ownership).
  </Accordion>

  <Accordion title="Can I restrict edit access but keep view access org-wide?">
    Yes. Check **View** under Organization and leave **Edit** unchecked for that record type. That is how the Standard User role already behaves.
  </Accordion>
</AccordionGroup>