List visibility groups let you decide which categories, tax rates, payment methods, products and services, and projects each user can pick from. Wherever someone selects one of these values—on an item, a line item, or a supplier or customer rule—they'll only see what's in their group.
By default, everyone can see everything until an admin adds them to a group, so setting up groups helps keep things tidy for anyone who only needs a subset of your lists.
Important: Only Admin users can access List visibility in Business settings, including accountants and bookkeepers accessing a client account. Go to Roles and permissions in Dext for full role details.
What are list visibility groups?
A list visibility group is a named set of list items plus the users who are limited to them. Add someone to a group, and they'll only be able to select the list items in that group, wherever they'd normally pick one (e.g. when editing a document).
If a user already has a document linked to something outside their group, that value stays visible on the document—they just can't reselect it unless it gets added to their group. Vehicles work differently, so manage those from the Vehicles page instead.
Note: You can create up to 20 groups per account. If you've got more users or roles than that to account for, go to How to set up user rules in Dext, which lets you set a single default value per user instead.
What you can control with list visibility
List visibility groups can limit access to:
Categories
Tax rates
Products and services
Payment methods
Projects and Projects 2 — placeholder names for 2 extra list items, either synced from your accounting software or created manually in Dext. For details, go to How to use Projects
Create a group
Groups are set up from Business settings > Lists > List visibility. Before you've created any groups, you'll see a few example groups—like a travel expense group or an office essentials group—for inspiration. Once you've created your first group, this same screen lists everything you've set up instead.
Select Create group.
Enter a group name and, if it's useful, a description.
Choose which categories, tax rates, products and services, projects and payment methods it should include.
Choose the users who belong in it.
Select Save. The change applies straight away.
Tip: Build groups around shared roles, like "Managers" or "Accountants", rather than one per person. That way a single group can cover everyone who needs the same access.
Edit or delete a list visibility group
To change anything about a group, or delete it, open it from the Groups tab.
Go to Business settings > Lists > List visibility > Groups.
Select the group. This opens the Update group screen.
Change the name, description, list items or members, then Save.
Or select Delete to remove it for good.
Deleting a list visibility group removes the restriction for its members, so they go back to seeing all list items.
Check what list items a user can see
If you want to double-check what a particular person has access to, go to Business settings > Lists > List visibility, select the Users tab, and choose them from the dropdown.
This shows which group they're in and a breakdown of the categories, tax rates, products and services, projects and payment methods available to them.
