Use this guide to understand how client access works in Navexa Pro so you can give the right people access to the right portfolios.
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.
What Client Access Means
In Navexa Pro, client access controls which portfolio or portfolios a client can log in and access.
A client is the person record. A portfolio is the entity or account being tracked.
That means client access is not about creating the client only. It is about deciding which portfolios that client can access and what they are allowed to do in each one.
How Client Access Works
In Navexa Pro, client access is managed portfolio by portfolio.
This means:
one client can have access to multiple portfolios
one portfolio can be shared with multiple clients
each portfolio can have its own permission setting for that client
If a client needs access to more than one portfolio, you need to review access for each portfolio separately.
Adding A Client Does Not Automatically Give Access
Adding a client to your Clients list creates the client record, but it does not automatically give them access to every portfolio in your Pro account.
After adding the client, you still need to:
create or assign the relevant portfolio
select Share if the client needs login access
choose the correct permission level for that portfolio
This is especially important when the client has multiple portfolios, because access is not applied as one global setting across all of them.
Access Is Managed Per Portfolio
In Navexa Pro, access is set individually for each portfolio linked to a client.
For example, a client might have:
Read access to one portfolio
Read & Write access to another portfolio
no access to a third portfolio
This gives you more control, but it also means you need to check access one portfolio at a time.
Permission Levels
When sharing a portfolio with a client, you can choose the permission level for that portfolio.
Read
Read access lets the client view the portfolio without making changes.
This is usually the best option when the client, accountant, or other external person only needs visibility.
Read & Write
Read & Write access lets the client view the portfolio and make changes.
Only use this when the client should be able to update or manage that portfolio.
Common Access Setups
One Client, Multiple Portfolios
One client can access multiple portfolios.
This is common when one person needs access to more than one entity, such as an individual portfolio, an SMSF, and a trust.
In that setup, keep one client record for that person, then give them access to each relevant portfolio.
Multiple Clients, One Portfolio
One portfolio can be accessed by multiple clients.
This is common when more than one person needs to view the same portfolio, such as several members of an SMSF or an external accountant who needs read access.
In that setup, add each person as their own client and set their access for that portfolio individually.
What To Check If Access Is Not Working
If a client cannot see the portfolio you expected, check the following:
the correct client record has been used
the portfolio has been created or assigned to that client
Share has been selected for that portfolio
the client has the correct permission level
the client has been given access to each relevant portfolio, not just one
If a person can see one portfolio but not another, the most likely cause is that access was only set for one of the portfolios.
Best Practice
Use these rules when managing client access in Navexa Pro:
create one client per person or login
create one portfolio per entity
check access portfolio by portfolio
use Read access when someone only needs visibility
use Read & Write access only when someone should be able to make changes
review access carefully when a client has multiple portfolios
Common Questions
Does Adding A Client Automatically Give Them Access?
No.
Adding a client creates the client record, but you still need to create or assign the portfolio and then select Share if the client needs access.
Can One Client Access More Than One Portfolio?
Yes.
One client can have access to multiple portfolios, but access needs to be managed for each portfolio separately.
Can Multiple Clients Access The Same Portfolio?
Yes.
You can give more than one client access to the same portfolio and choose the permission level for each person individually.
Why Can A Client See One Portfolio But Not Another?
The most likely reason is that access was only shared for one portfolio.
In Navexa Pro, access is managed portfolio by portfolio, so each relevant portfolio needs to be reviewed separately.
Should I Use Read Or Read & Write?
Use Read when the client only needs to view the portfolio.
Use Read & Write only when the client should be able to make changes to that portfolio.