Overview
Dazos CRM does not currently support full, native location-based visibility restrictions for individual users. This means there is no built-in way to completely prevent a user from seeing CRM records (leads, accounts, opportunities) that belong to other locations within the same account instance.
However, there are two practical approaches that can help organize and focus user workflows by location.
Why This Matters
Multi-location organizations — such as behavioral health networks with separate treatment programs across different states — often need their admissions reps or location-specific staff to focus only on their relevant leads and opportunities. Understanding the system's current boundaries helps set the right expectations and guides configuration decisions.
Current System Limitation
Because accounts and other CRM data are shared across all locations within the same instance, there is no native way to completely isolate CRM records by location for individual users. This applies to all core CRM modules including Leads, Accounts, and Intake Opportunities.
⚠️ Important: The Treatment Program field on a user's profile sets a default assignment context but does not restrict what data the user can view across other CRM modules.
Approach 1: Configure Treatment Program Visibility Per User
You can assign specific Treatment Programs to individual users within their user profile settings. This provides filtered visibility within the Intake Opportunities module only.
Navigate to the user's profile in User Management
Assign the relevant Treatment Program(s) for that user's location
This will scope the user's Intake Opportunities view to their assigned program(s)
⚠️ Limitation: This method works specifically for Intake Opportunities. It does not restrict visibility across all CRM modules such as Leads or Accounts.
Approach 2: Create Location-Specific Custom List Views (Recommended)
The most flexible and manageable workaround is to create separate custom list views within each CRM module, filtered by location-specific criteria (such as a CTM tag or state identifier). Users are then trained to work exclusively from their location's pinned list view.
How to Set This Up
Identify the field used to tag leads by location (for example, a CTM campaign tag passed into the Last Name or State field)
Navigate to the relevant module (e.g., Leads or Intake Ops)
Create a new list view filtered by that location's tag or identifier
Repeat for each location and each module where filtering is needed
Train users to pin their location-specific list view so it becomes their default view when opening the module
💡 Tip: When a user pins a list view, it becomes their default screen each time they open that module — helping them stay focused on their location's records without accidentally viewing others.
⚠️ Important: This approach organizes and filters the user's working view but does not technically block access to other records if the user navigates outside their pinned view. User training and discipline are key to making this approach effective.
CTM Lead Auto-Assignment by Source
If your organization uses CTM (Call Tracking Metrics) as a lead source, you can configure workflows to automatically assign incoming leads to specific users based on the CTM source or campaign. This helps organize lead ownership and daily task management.
Leads from a specific CTM account or campaign can be routed to designated users automatically
This is useful for ensuring the right rep receives and works the right leads
⚠️ Limitation: CTM auto-assignment organizes lead ownership but does not restrict CRM visibility. Users may still be able to see records outside their assigned leads depending on their role permissions and module access.
Summary of Approaches
Approach | What It Does | What It Does Not Do |
Treatment Program visibility (per user) | Filters Intake Opportunities to assigned programs | Does not restrict Leads, Accounts, or other modules |
Location-specific custom list views | Organizes working view by location across modules | Does not technically block access to other records |
CTM lead auto-assignment by source | Routes leads to the correct user by campaign/source | Does not restrict CRM visibility at the location level |
Submitting a Feature Request
If your organization requires full, native location-based CRM visibility restrictions, you can request this as a product feature. Contact Dazos Support to submit a formal feature request for our development team to review.
⚠️ Note: Feature requests go through an internal review and approval process. Dazos cannot guarantee approval or provide a specific implementation timeline.
Related Resources
Troubleshooting Treatment Program Visibility and Access Issues in Multi-Entity Instances
Field Visibility Permissions — Profile and Field-Level Security Settings (CRM)
PAA Block Visibility: Layout-Level Only (No Per-User Controls) (CRM)