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Manage sharing permissions

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Summary

Learn how to grant sharing permissions to other staff members, manage sharing on behalf of others, and allow active staff to access sharing information for inactive users.

This article covers:

About sharing permissions

Sharing permissions allow you to grant other staff members access to specific areas of Box+Dice so they can act on your behalf. Depending on the sharing type, permissions can include contacts, properties, tasks, appointments, and sending communications on behalf of another staff member.

For example, you may grant an assistant permission to send emails or SMS messages on your behalf, or allow another team member to view and manage information that you own.

Note: Sharing permissions can only be updated if you have access to Settings > General Access > Staff Sharing. If you do not have access, please contact your Office Champion or system administrator. Staff members with an access level of None cannot share permissions.

Enable sharing permissions for your profile

To enable sharing permissions:

  • Go to: More > Staff
  • Select your profile
  • Click Sharing
  • Select a permission from the Type of Sharing dropdown
  • Tick the staff member or staff members you would like to grant access to
  • Select Apply for all sharing types if you want the same permissions applied across all available sharing types
Tip: You can choose different staff members for different sharing types, or apply the same permissions across all sharing types.

Enable sharing permissions for another staff member

If you have administrator-level access, you can manage sharing permissions for any staff member, including yourself.

To enable sharing permissions:

  • Go to: More > Staff
  • Search for the staff member whose permissions you want to update
  • Open the staff record
  • Click Sharing
  • Select the required sharing type
  • Tick the appropriate staff members to allow them to act on behalf of the selected staff member
Note: Administrator-level access provides an additional column in the Sharing screen, allowing you to manage sharing permissions for other staff members.

Allow staff sharing to inactive staff records

You can automatically grant active staff members access to sharing-enabled information belonging to inactive staff members.

This setting helps maintain visibility of business information when a staff member leaves the organisation. Instead of manually configuring sharing permissions for each inactive staff member, active users can automatically access staff-shareable information associated with inactive users.

To enable this setting:

  • Go to: Settings > Staff > Sharing
  • Tick Permit all active staff to have full sharing access to inactive users in my office group
  • Click Save

When enabled:

  • Active staff members can access staff-shareable information associated with inactive users
  • You do not need to manually configure sharing permissions for each inactive staff member
  • Historical contacts, properties, appointments, tasks, and activities remain accessible after a staff member leaves the business
  • Access is automatically applied to inactive staff members across the office group
Note: Access may still be restricted by certain ACL permissions. Users cannot send emails or SMS messages on behalf of inactive staff members.

Remove sharing permissions

To remove all sharing permissions for a staff member:

  • Go to: More > Staff
  • Search for the staff member whose permissions you want to update
  • Open the staff record
  • Click Sharing
  • Click Remove All Sharing from the Sharing screen

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