---
title: Assign Customers to Users and Restrict Data Visibility
---

[Skip to content](https://knowledge.govividly.com/assign-customers-to-users-and-restrict-data-visibility#main-content)

[Submit a Support Ticket](https://knowledge.govividly.com/kb-tickets/new?hsLang=en) [Open the Vividly portal](https://knowledge.govividly.com/support?hsLang=en)

[![hubspot\_survey\_logo\_vividly-4](https://knowledge.govividly.com/hs-fs/hubfs/hubspot_survey_logo_vividly-4.png?width=150&height=32&name=hubspot_survey_logo_vividly-4.png)](https://knowledge.govividly.com/?hsLang=en)

Open main navigation

Close main navigation

- [Submit a Support Ticket](https://knowledge.govividly.com/kb-tickets/new)
- [Open the Vividly portal](https://knowledge.govividly.com/support)

 Search the Vividly Knowledge Base

- There are no suggestions because the search field is empty.

1. [Vividly Knowledge Base](https://knowledge.govividly.com/?hsLang=en)
2. [Account Settings](https://knowledge.govividly.com/account-settings?hsLang=en)
3. [Permissions](https://knowledge.govividly.com/account-settings?hsLang=en#permissions)

May 21, 2026

# 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](mailto:support@govividly.com) to create new accounts)

---

### **Steps To Assign Customers to Users**

**![Assigning customers](https://knowledge.govividly.com/hs-fs/hubfs/Assigning%20customers.gif?width=670&height=303&name=Assigning%20customers.gif)**

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.

- [Release Notes](https://knowledge.govividly.com/release-notes?hsLang=en)
- [Business](https://knowledge.govividly.com/business?hsLang=en#main-content)

    - [Revenue Dollars](https://knowledge.govividly.com/business?hsLang=en#revenue-dollars)
    - [Point-of-Sale (POS) Data](https://knowledge.govividly.com/business?hsLang=en#point-of-sale-pos-data)
    - [Deductions Spend](https://knowledge.govividly.com/business?hsLang=en#deductions-spend)
    - [Deductions Reconciliation - Getting Started](https://knowledge.govividly.com/business?hsLang=en#deductions-reconciliation-getting-started)
    - [Deductions Reconciliation - Working Deductions & Automation](https://knowledge.govividly.com/business?hsLang=en#deductions-reconciliation-working-deductions-automation)
    - [Deductions Reconciliation - Sales Review & Disputes](https://knowledge.govividly.com/business?hsLang=en#deductions-reconciliation-sales-review-disputes)
    - [Deductions Reconciliation - Reporting](https://knowledge.govividly.com/business?hsLang=en#deductions-reconciliation-reporting)
    - [Deductions Reconciliation - Troubleshooting](https://knowledge.govividly.com/business?hsLang=en#deductions-reconciliation-troubleshooting)
    - [Deductions Processing](https://knowledge.govividly.com/business?hsLang=en#deductions-processing)
    - [Deductions Dashboard](https://knowledge.govividly.com/business?hsLang=en#deductions-dashboard)
    - [Budget](https://knowledge.govividly.com/business?hsLang=en#budget)
    - [Cash Application](https://knowledge.govividly.com/business?hsLang=en#cash-application)
- [Promotions](https://knowledge.govividly.com/promotions?hsLang=en#main-content)

    - [Creating New Promotions](https://knowledge.govividly.com/promotions?hsLang=en#creating-new-promotions)
    - [Promotion Details & Editing Promotions](https://knowledge.govividly.com/promotions?hsLang=en#promotion-details-editing-promotions)
    - [Views and Statuses](https://knowledge.govividly.com/promotions?hsLang=en#views-and-statuses)
    - [Search & Advanced Search](https://knowledge.govividly.com/promotions?hsLang=en#search-advanced-search)
    - [Uploading and Editing Promotions in Bulk via Excel Upload](https://knowledge.govividly.com/promotions?hsLang=en#uploading-and-editing-promotions-in-bulk-via-excel-upload)
    - [Duration Based Planning](https://knowledge.govividly.com/promotions?hsLang=en#duration-based-planning)
- [Scenarios](https://knowledge.govividly.com/scenarios?hsLang=en#main-content)

    - [Scenario Planning](https://knowledge.govividly.com/scenarios?hsLang=en#scenario-planning)
- [Manage](https://knowledge.govividly.com/manage?hsLang=en#main-content)

    - [Overview](https://knowledge.govividly.com/manage?hsLang=en#overview)
    - [Hierarchies](https://knowledge.govividly.com/manage?hsLang=en#hierarchies)
    - [Products](https://knowledge.govividly.com/manage?hsLang=en#products)
    - [Product Groups](https://knowledge.govividly.com/manage?hsLang=en#product-groups)
    - [Pricing](https://knowledge.govividly.com/manage?hsLang=en#pricing)
    - [Lift](https://knowledge.govividly.com/manage?hsLang=en#lift)
    - [Customers](https://knowledge.govividly.com/manage?hsLang=en#customers)
    - [Contacts](https://knowledge.govividly.com/manage?hsLang=en#contacts)
- [Insights](https://knowledge.govividly.com/insights?hsLang=en#main-content)

    - [Forecast](https://knowledge.govividly.com/insights?hsLang=en#forecast)
    - [Promotion Analytics](https://knowledge.govividly.com/insights?hsLang=en#promotion-analytics)
    - [Finance Analytics](https://knowledge.govividly.com/insights?hsLang=en#finance-analytics)
    - [Promotion Timing Analysis](https://knowledge.govividly.com/insights?hsLang=en#promotion-timing-analysis)
    - [Accruals](https://knowledge.govividly.com/insights?hsLang=en#accruals)
- [Account Settings](https://knowledge.govividly.com/account-settings?hsLang=en#main-content)

    - [Permissions](https://knowledge.govividly.com/account-settings?hsLang=en#permissions)
    - [Promotions (Tags)](https://knowledge.govividly.com/account-settings?hsLang=en#promotions-tags)
    - [Fund Types](https://knowledge.govividly.com/account-settings?hsLang=en#fund-types)
    - [Deductions & Revenue](https://knowledge.govividly.com/account-settings?hsLang=en#deductions-revenue)
    - [Forecast](https://knowledge.govividly.com/account-settings?hsLang=en#forecast)
    - [API Integrations](https://knowledge.govividly.com/account-settings?hsLang=en#api-integrations)
    - [Miscellaneous](https://knowledge.govividly.com/account-settings?hsLang=en#miscellaneous)
- [Frequently Asked Questions (FAQs)](https://knowledge.govividly.com/frequently-asked-questions-faqs?hsLang=en)
- [Office Hours](https://knowledge.govividly.com/office-hours?hsLang=en)

[![Chill listening crop-3](https://knowledge.govividly.com/hubfs/Vividly_Symbol_Gradient-1.svg "Chill listening crop-3")](https://portal.govividly.com/)

**[Open the Vividly Portal](https://portal.govividly.com/)**

Copyright © 2026, Vividly