Contact Permissions and Rates

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In Clio Manage, you can set restrictions for which users have access to view some or all of your contacts, with the default setting being that all users can view all contacts. You can also specify a client-specific rate for activities and billing that applies to individual firm users or groups of firm users.

Tip: You can also set permissions and visibility restrictions for matters and activities.

Note: You cannot set contact permissions or rates in Clio Grow.

Manage contacts visibility

By default, contacts in Clio Manage are visible to all users, but firm administrators can restrict contact visibility for all users. Once contacts visibility is restricted for a user, the user will only have access to contacts that they created and contacts that are related to matters that they have access to view, and they will be unable to sync contacts. This visibility setting is useful for larger firms who want their contact listing to be restricted for individuals with a limited scope of work within Clio. 

Important: Firm administrators can only restrict contact visibility for users that do not have administrator, accounts, reports, or billing permissions. 

Enable contacts visibility Disable contacts visibility

Step 1: Enable contacts visibility

Contacts visibility is disabled by default. As a firm administrator, you can enable this setting for the firm account in your Clio Manage settings.

  1. Go to Settings > Groups, Permissions, and Job Titles > Contacts visibility.
  2. Under Contacts visibility, click Enable contacts visibility.


Step 2: Change a user's contacts visibility

Once contacts visibility is enabled for the firm account, you can change the visibility setting for users from within their profiles. 

  1. Go to Settings > Manage Users.
  2. Click Edit below a user's name.
  3. If the contact has administrator, accounts, reports, or billing permissions, scroll down to Permissions and de-select all four permissions.
  4. Under Contacts Visibility, select Restricted. You can give the contact full access again by selecting All
  5. Click Save New Information.


Add client rates to contacts

When creating new time entries in Clio Manage, the default rate applied to the time entries is the matter rate followed by the client rate. If you do not select a matter rate, the client rate will be applied. If neither of these rates is specified, the time entry will default to the user rate or activity description rate. You can also enter a custom rate at any time.

You can add more than one client rate to a matter. This means that whenever you or any other firm user with a specified client rate create a time entry, the rate will default to the client rate of the user who is creating the time entry, as long as there is no matter rate. The matter rate will always take precedence over the client rate.

Tip: Learn more about activity rates and rate hierarchy here.
  1. Go to Contacts and click Edit. You can also search for the contact in the search bar and click Edit contact.
  2. Go to the Billing preferences section.
  3. Under Hourly billing, select Add a custom rate.
  4. Select user(s) and/or groups and the rate for those users and/or groups.
  5. Click Save contact.


Manage groups

Groups are categories of firm users that can be assigned to certain matters. When adding an hourly client rate to a contact, you can set a client rate for an individual user or groups of users. Once a group is created, you can add and remove members by editing it and you can archive groups that you no longer need. The Matter assignment column will show whether the group is assigned to a matter.  

Note: Only users with administrator permissions can create and modify groups.

Tip: You can also use groups to restrict access to matters. Learn more here.
Create groupEdit groupArchive groupUnarchive group
  1. Go to Settings > Groups, Permissions, and Job Titles > Groups.
  2. Click New group.
  3. Enter the group name and description.
  4. Optional: Check the box for Exclude this group from custom billing rate if you do not want this group to appear as an option when setting a custom billing rate for a matter or contact.
  5. In the Group Members section, add firm users to the group. You can click the blue minus symbol next to a user's name to remove them from the group. 
  6. Click Save group.


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