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Who sees which customers in Klytic CRM

In Klytic CRM, each person has their own account and rights, module by module. A salesperson can be limited to the customers they are the assigned sales rep for, along with their quotes, orders and invoices. To strictly separate the customers of two companies in a group, the answer is a dedicated instance per company.

Updated October 20266 minHow-to Klytic CRM

What you get

  • One named account per person, never a shared account.
  • Rights per module: customer and contact records, quotes, orders, invoices, and the modules enabled for you (inventory, purchasing, projects, expense reports). A module that is not enabled is visible to no one.
  • Separate rights for each module: view, create and edit, delete, export.
  • A customer scope: either the customers for whom the person is the assigned sales rep, or the entire file.

Rights are assigned to a person or to a group. A person holds their own rights plus those of every group they belong to. So create a few clear groups (Sales, Sales Administration, Management) rather than case-by-case settings.

Who configures the settings

Your Klytic CRM account administrator creates the accounts, groups and rights. If you have not appointed an internal administrator, Klytic support configures these settings at your request, by phone in French or by email. Keep an up-to-date list: who belongs to which group, and why.

Three scopes: salesperson, manager, management

RoleWhat they seeHow to set it up
SalespersonTheir own customers and prospects, with their quotes, orders and invoicesNo extended access. They are assigned as sales rep on each of their records.
Team managerTheir team’s customersThey are assigned as sales rep, in addition to the main sales rep, on their team’s records. A record can have several sales reps.
Management, sales administrationThe entire fileExtended access to all customers.

The scope follows the record. A salesperson who cannot see a customer cannot see its quotes, orders or invoices either.

The “team” level is not a one-click setting: it relies on how records are assigned. It is an organizational task, to be done at import and then for each new customer. If your team changes often, it is simpler to give the manager extended access and withhold it from salespeople.

Example. A company with 15 salespeople split into three teams. Salespeople do not have extended access. Each manager is added as second sales rep on their team’s records. The sales director and two people from sales administration have extended access. No one else sees the whole file.

Several companies or subsidiaries

Within a single Klytic CRM database, separation between customers relies on sales rep assignment. A salesperson from company A does not see company B’s customers unless assigned to them. However, anyone with extended access sees the customers of every company in the database.

Klytic does not offer per-company partitioning within a single database. If your subsidiaries must not see each other’s customers, including at management or accounting level, the answer is isolation:

  • A dedicated instance per company. Each subsidiary has its own database, accounts, rights and invoice numbering. A person who works for two companies has an account in each.
  • A dedicated server or on-premises hosting, if the group wishes, according to the hosting modes described in Hosting and sovereignty.

The same principle applies to documents: see Several companies on the platform. Talk to support before the import: separating two companies after the fact means redistributing the records.

Branches and countries

A branch or a country is not a third mechanism. You have the same levers: record assignment and groups within a single database, or one instance per entity when separation must be strict, for example for a subsidiary subject to a different law.

Role changes

Remove former rights on the day of the change, not at the next access review.

  1. Remove the person from their former group and add them to the new one.
  2. List the records for which they were sales rep. Assign the new sales rep, especially where they were the only one in charge.
  3. Remove them from these records if they should no longer see them.
  4. Check that they have not kept extended access or an export right granted for a one-off assignment.

An employee leaving the company follows the same logic, with the account being closed. Details are in Preventing portfolio exports and reviewing changes.

Contractors and partners

  • A named account, in the person’s name, never a shared “contractor” account.
  • A limited duration: note the end date of the engagement when the account is created.
  • Only the modules strictly needed: an integrator preparing quotes does not need invoices.
  • No extended access, no export right.
  • Account closed at the end of the engagement, the same day.

Service limitations

  • Rights limit what a person sees. They do not prevent an authorized person from copying what they see.
  • The “team” scope depends on how rigorously records are assigned.
  • Strict separation between companies requires separate instances. Each instance is a separate service.

To understand why these settings matter, read Who owns CRM data.

Frequently asked questions

Can a salesperson see only their own customers’ invoices?

Yes, if the invoices module is open to them and they do not have extended access. Their invoices follow their records.

How do I remove a salesperson’s export right?

See Preventing portfolio exports.

Can I have a consolidated view of several subsidiaries?

Within a single database, yes, with extended access, but without partitioning. With one instance per subsidiary, each database is separate: talk to support.

Where is my CRM data hosted?

See Hosting and sovereignty.

Need help organizing your access rights?

Klytic support helps you define groups, scopes and, if needed, one instance per company.

Contact support →

Klytic CRM

Further reading

Use · CRM & sales dataPreventing portfolio exports and reviewing changesReading a record and exporting the whole file are two separate rights in Klytic CRM. Remove the second, and know what the log records.6 min readRead →Understand · CRM & sales dataWho owns CRM data, and why it matters as much as your accountsThe customer file is a company asset and a processing of personal data. Who holds it, what it reveals, how to protect it.8 min readRead →Use · Documents & document managementSeveral companies in Klytic DocsOne instance per company or separate scopes within a single one: how to isolate each entity's documents, and the case of one person in two subsidiaries.6 min readRead →

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