Customize which list items users can see in Dext to reduce errors, simplify submissions, and improve accuracy. List visibility groups let you control access to categories, payment methods, tax rates, and more - ensuring users only see what’s relevant to their role.
By default, all users can see every list item until they’re added to a visibility group by an Admin.
When everyone sees every list item - regardless of relevance - it can lead to:
Confusion over which options to select
Incorrect category or payment method choices
More manual corrections for admins and partners
Setting up list visibility groups solves this by limiting choices based on user roles or workflows. That means less clutter and fewer errors.
What Are List Visibility Groups?
A list visibility group is a way to restrict access to certain list items (like categories, payment methods, or tax rates) for specific users.
When someone belongs to a group:
They’ll only be able to select the list items included in that group
If they open a document linked to an item they don’t have access to, they’ll still see it - but they won’t be able to reselect it unless it's in their group
List visibility does not apply to vehicle access in Mileage Claims - manage that directly from the Vehicles page.
How to Create a List Visibility Group
Go to Business Settings > Lists > List Visibility
2. Click Create Group
3. Add a group name and optional description
4. Choose the list items this group should have access to
5. Select the users who should belong to the group
6. Click Save – changes take effect immediately
You can create different groups for roles like managers, accountants, or team members - each with tailored access to relevant list items.
Preview What a User Can See
Want to check what list items a user can access?
Go to List Visibility in Business Settings > Lists
Click the Users tab
Select a user from the list
You’ll see:
What list visibility groups they belong to
Which list items are available to them
If no visibility groups are set up, all users will see every list item by default, and the preview option won’t appear.
What Can You Control with List Visibility?
You can customize visibility for:
Categories
Tax rates
Products and services
Payment methods
If you're connected to accounting software, you'll also see synced list items - like tracking categories for Xero or classes & locations for QuickBooks Online.
Limitations to Be Aware Of
New users automatically have access to all list items until added to a group
If a user edits a document linked to a restricted list item:
They’ll see the item, but can’t reselect it unless it’s in their group
They can choose a new item from their available list