This article explains the core concepts in Navexa Pro so you can set up clients, portfolios and permissions correctly from the start.
Note: This article applies to Navexa Pro.
It is written for Pro account owners and Pro team members who manage clients, portfolios and access inside a Pro account.
The Four Core Concepts
Navexa Pro works best when you separate four ideas clearly:
Clients are the people you give login access to.
Portfolios are the entities or accounts being tracked.
Team members are the internal users in your firm who work inside your Pro account.
Access controls who can see or edit what.
Keeping those four concepts separate makes setup cleaner and avoids duplicate records or confusing permissions.
What A Client Is
In Navexa Pro, a client is a person record, usually linked to one email address and one login.
A client is the person who can sign in and access the relevant portfolio or portfolios you have given them access to.
In most cases, create one client per person or login.
Use a client when you want to:
give a person their own login
give that person access to one or more portfolios
control what that person can view or edit
keep that person’s access separate from other users
A client is the person with access. A client is not the portfolio itself.
What A Portfolio Is
In Navexa Pro, a portfolio is the investment record for one entity or account.
A portfolio contains the holdings, transactions, reports and settings for that entity.
In most cases, one portfolio should represent one entity, such as:
an individual account
an SMSF
a trust
a company
another separate reporting entity
If you need to track separate entities separately, create separate portfolios.
What Team Members Are
In Navexa Pro, team members are internal users in your firm or business who work inside your Pro account.
Team members are different from clients. A team member helps manage clients and their portfolios inside your Pro account. A client is a person you give access to specific portfolios.
Whether someone is a team member or a client depends on how they relate to your Pro account, not on their job title.
For example:
an accountant who works in your firm can be a team member
an accountant outside your firm can be a client if you want to give them access to one or more portfolios
What Access Means
In Navexa Pro, access controls which portfolios a client can access and which clients a team member can manage.
Access is not just one global setting across the whole account. It should be set based on what each person actually needs.
This usually means:
clients are given access to the relevant portfolio or portfolios
team members are given access to the relevant clients
permissions should be checked portfolio by portfolio when a client has access to multiple portfolios
How Clients And Portfolios Work Together
The simplest way to think about Navexa Pro is:
a client is the person who logs in
a portfolio is the entity or account being tracked
That means one client can have access to multiple portfolios, and one portfolio can be accessed by multiple clients.
One Person, Multiple Portfolios
One person may need access to more than one entity.
For example, one person might need access to:
their individual portfolio
their SMSF portfolio
their family trust portfolio
In that setup, you would usually create:
one client for that person
one portfolio for each entity
access from that one client to each relevant portfolio
One Portfolio, Multiple Clients
One portfolio may need to be accessed by more than one person.
For example, one SMSF portfolio might need to be viewed by several members.
In that setup, you would usually create:
one portfolio for the SMSF
one client for each person who needs login access
the appropriate permission level for each client
Internal And External Accountants
Navexa Pro can support both internal and external accountants.
If the accountant works inside your firm, they can be set up as a team member.
If the accountant is outside your firm and needs their own login to view specific portfolios, they can be set up as a client and given access to the relevant portfolios.
In many cases, an external accountant will only need read access rather than read and write access.
Best Practice
Use these rules when setting up Navexa Pro:
Create one client per person or login
Create one portfolio per entity
Do not create duplicate client records for the same email address
Use team members for internal staff in your firm
Use clients for external people who need access to specific portfolios
Give access based on what each person actually needs
Check permissions portfolio by portfolio when a client has access to multiple portfolios
Use read access when someone only needs visibility and should not make changes
Common Questions
Is A Client The Same As A Portfolio?
No. In Navexa Pro, a client is the person with login access, while a portfolio is the entity or account being tracked.
Should I Create A New Client For Each Entity?
No. In most cases, a new entity should be a new portfolio, not a new client.
Create a new client when you are creating a new person or login. Create a new portfolio when you are creating a new entity or account to track.
Can One Client Access Multiple Portfolios?
Yes. If one person needs access to several entities, keep one client record for that person and give that client access to each relevant portfolio.
Can Multiple Clients Access One Portfolio?
Yes. If several people need access to the same portfolio, create a client for each person and give each client access to that portfolio.
When Should Someone Be A Team Member Instead Of A Client?
Use a team member when the person works inside your firm and helps manage your Pro account.
Use a client when the person is external to your firm and needs access to one or more portfolios.