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Assign Customers to Users and Restrict Data Visibility

By default, all Vividly users see all customers across every module. Admins can restrict a user's view by assigning them specific customers. Once assigned, a user only sees their assigned customers' data across Promotions, Analytics, Forecast, Accruals, Manage, and data exports. Users with no assignment continue to see all customers.

When to use this

  • Field sales reps should only see and plan for their own accounts

  • A broker or external partner has Vividly access and should only see their brands or customers

  • You want to prevent users from creating promotions for customers outside their territory

  • You want a user's forecast to generate only for their assigned accounts

Prerequisites

  • Role required: Admin (to assign customers to users)

  • Users must already have an account in Vividly (contact Vividly Support at support@govividly.com to create new accounts)

Steps To Assign Customers to Users

Assigning customers

  1. Click the "Profile icon" in the top-right corner of Vividly.

  2. Go to "Account Settings" > "Permissions" > "Users" tab.

  3. Find the user you want to assign customers to (use the search bar if needed).

  4. Click on the "Assigned Customers" dropdown column for that user.

  5. Select the customers you want to assign.

    1. To remove an assignment, click the customer again to deselect it.

  6. Click anywhere outside the dropdown. The page will reload to save and display your changes.

Note: If no customers are assigned to a user, they will see all customers by default. Assigning a customer also gives the user access to that customer's dependent first receivers in certain workflows (e.g., Manage Distribution dropdowns), even if the first receiver is not directly assigned. How customer assignments affect each module

Module Effect when customers are assigned
Manage > Customers Only assigned customers appear in the customer list
Manage > Pricing Only prices for assigned customers are visible or editable
Manage > Lift Only lift data for assigned customers is visible or editable
Planning > Promotions Only assigned Customers and First Receivers appear in the customer dropdown (Step 1)
Promotion Analytics Only assigned customers appear in dropdowns and are included in totals
Timing Analysis Only assigned customers appear; only their data rolls up to totals
Accruals Only assigned customers appear; totals reflect only assigned customers
Forecast Only assigned customers visible; generating a forecast runs only for assigned customers
Budgeting Only assigned customers visible in customer pivot and filter dropdowns
Data Exports All exports (any module) include only the user's assigned customers' data

Expected result

  • The user only sees data for their assigned customers across all modules

  • The "Any Customers" or "Total" rollup options only aggregate the user's assigned customers

  • Exported files contain only the user's assigned customers' data

  • If a user is assigned a new customer, they can immediately access that customer's data across all existing versions

Troubleshooting

Problem: After Saving, The User Can Still See All Customers

Likely cause: Assignment was not saved.

Fix: Return to the Users tab, confirm the assigned customer names appear in the "Assigned Customers" column for that user. Click outside the dropdown to trigger an auto-save.

Problem: User Sees No Data After Customers Are Assigned

Likely cause: The assigned customer has no data (no promotions, no deductions, no forecast data).

Fix: Verify that data exists for the assigned customer in the portal.

Problem: User Can't See Their Distributor In Manage Even Though The Retailer Is Assigned

Likely cause: Distributors (first receivers) not directly assigned will appear in certain fields but not in the main Customers list.

Fix: If the user needs to manage distributor-level data directly, assign the distributor to that user explicitly.

Problem: Admin Wants To Remove All Customer Restrictions And Restore Full Access

Fix: Return to the Users tab, open the "Assigned Customers" dropdown for the user, and deselect all assigned customers. With no customers selected, the user reverts to seeing all customers.