Restricting Contacts

You can control who is able to view and edit an individual contact — whether a person or an organisation — using the Set permissions quick action.

Open the permissions control on a contact

1. Open the contact (person or organisation).
2. In the quick actions on the right-hand side, click Set permissions.

Set the access

1. In the Edit permissions panel, start from a preset if it helps (Everyone, Current Circle or Only me).
2. Under Add access for, choose User, User group or Circle and find the entry.
3. Set the access level: Full Access, View and Edit or View only.
4. Click Add, and repeat for any other users, groups or circles.
5. Confirm at least one entry is listed, then remove Anyone if you want the contact to be private.
6. Click Apply.

When to restrict a contact

• Sensitive individuals or organisations whose records should only be seen by a specific team.
• VIP or confidential relationships that should not be visible across the whole account.
• Records being worked by a particular group or circle where wider visibility is not appropriate.

How restricted records and users appear

Where a user doesn't have permission to view a record — or to read another user's profile — SwiftFox shows 'Unknown User' in places like the Lists table rather than revealing who they are. This keeps restricted people and private users properly private.

Related: restricting fields within a contact

Restricting the whole contact controls who can open the record at all. If instead you only need to hide certain information on a record — for example a sensitive custom field or section — use Permissions on the custom field or section instead. See Restricting custom fields and sections for the steps.

Tips

• Use a group or circle rather than individual users so access stays correct as membership changes.
• Always add at least one entry before removing Anyone, or no one will be able to see the contact.
• Note that managing who can change a contact's permissions at all is also governed by the Alter profile permissions group toggle (see User Groups and role feature toggles).