Every client in Marloo is either shared with the whole firm or private to the people who advise them. This article covers the difference, how to switch a client between the two, who is recorded as advising a client, and the firm setting that decides what new clients start as.
Private clients and shared clients
Each client record carries one of two access settings:
Shared - visible to everyone in your company.
Private - visible only to the people linked to the client under Advised by, plus anyone whose user group holds an access grant for one of those advisers.
Good to know
Admins and Managers see every client, whatever its access setting.
A client group is only visible when every member of it is visible. If one member is hidden from you, the whole household is hidden rather than partly shown.
Access is worked out live, so removing someone from a user group takes their access away straight away.
Making a client private does not change who advises them, and it does not remove any of their meetings, files or notes.
Make a client private or public
Open the client.
Click the ⋮ (three dots) menu.
Click Make private to restrict a shared client, or Make public to share a private one.
Only Admins, Managers, and people already listed under Advised by see this option. If it is not in your menu, ask an Admin or one of the client's advisers to make the change.
New clients are private by default
Your firm can decide what new clients start as.
Go to Settings > Company.
Under Clients, turn on New clients are private by default.
As the setting says, enabling it will not mark existing clients as private - it only applies to clients created from that point on. Only Managers and Account owners can change it, and it is off unless your firm turns it on, so new clients are shared by default.
Record who advises a client
Set the Advised by field on a client.
If a client is advised by more than one person, add a teammate so everyone involved is recorded.
Favouriting a client also adds your name to their Advised by list, so favouriting a private client is enough to give yourself access to it. See Manage your client list.
Giving someone your whole client bank
Advised by is client-scoped: it gives one person access to one client, which is ideal for one-off situations like adviser cover while someone's away.
If you need to give someone standing access to an adviser's entire client bank rather than a single client, that's user-scoped access, handled through groups instead. Where user groups are enabled for your firm, see Creating and managing groups for how to set that up.
How Marloo handles multiple advisers
When a client has multiple people listed under Advised by, there isn't one fixed "primary" adviser. Marloo attributes actions based on who is actually involved at the time:
Meetings: Each meeting is attributed to whoever actually had it (for calendar-synced meetings, this is whoever's calendar it came from).
Document generation: The adviser fields on the cover page pull from those linked to the client with an adviser role. Preference is given to whoever is actually generating the document, if they are one of the assigned advisers.
Tasks: Tasks generated from a meeting go to whoever was in that meeting and fits the right role (e.g., adviser tasks to an adviser attendee, support tasks to a support attendee). If no one in the meeting fits, the task is left unassigned rather than going to someone else on the client record.
Related articles
How Client View works in Marloo - the client profile and everything it holds.
Manage your client list - sorting, tagging, filtering and favouriting.
Creating and managing groups - standing access to an adviser's whole client bank.