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
- Open the contact (person or organisation).
- In the quick actions beside the business card, select Show more, then click Set permissions.
Set the access
- In the Edit permissions panel, start from a preset if it helps (Everyone or Only me).
- Under Add access for, choose User or User group (or click Add me) and find the entry. Contacts don't offer circles — there is no Current Circle preset or Circle option.
- Set the access level: Full Access, View and Edit or View only.
- Click Add, and repeat for any other users or groups.
- Confirm at least one entry is listed, then remove Anyone if you want the contact to be private.
- 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 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 (Document ID: 247) for the steps.
Tips
- Use a group 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 (Document ID: 248)).