User Management in Advvy is a shared process between your IT team, Microsoft licensing, and Advvy Administrators.
This guide outlines how users are provisioned, configured, and granted access within Advvy, including Business Units, Security Roles, Clients, and Team Groups.

1. User Provisioning Overview

Access to Advvy begins outside of Advvy through Microsoft licensing and security group configuration.

1.1 Microsoft Licensing (Handled by Your IT Team)

Before a user can access Advvy:

• They must be provisioned with a Microsoft Dynamics or Power Apps license.

• They must be added to the Active Directory Security Group associated with your Advvy instance.

❗ Users without the correct Microsoft license and AD security group membership cannot log into Advvy.
Contact your IT team for assistance.

1.2 When Licensed Users Appear in Advvy

Once licensed, new users automatically appear in the Users section of Agency Settings.
They initially appear with:

• A Business Unit outside the Advvy hierarchy, and

• No security or client access.

Advvy Administrators must now configure the user profile to allow correct access.

2. The Advvy User Profile

A user profile determines:

• What the user can see (security permissions)

• What the user can do (functional privileges)

• Which clients and campaigns they can access

• How Advvy allocates tasks to them (media workflow roles, team groups)

A complete setup requires:

1. Assigning a Business Unit (Branch)

2. Assigning Security Roles

3. Assigning Media Workflow Roles

4. Assigning Client Teams and/or Team Groups

Each of these components is detailed below.

3. Assigning a Branch (Business Unit)

Assigning a branch places the user within your organisational hierarchy.

Steps

1. Navigate to Agency Settings → Users.

2. Double-click the user’s name to open their profile.

3. Select Assign Branch.

4. Choose the appropriate Business Unit.

5. Click Add.

6. Confirm the Business Unit field updates.

⚠ Important

Whenever a user’s Business Unit is changed, all security roles are cleared.
You must reassign security roles after updating the branch.

4. Assigning Security Roles

Security Roles determine what the user can view and perform in Advvy.

Prerequisite

Only users with an Admin-level security role may modify others' security:

• Advvy Standard Admin

• Advvy Tracker Admin

• Advvy Tracker Branch Admin

• System Administrator

• (others depending on environment)

Steps

1. Open the user’s profile.

2. In the drop-down under the user’s name, select Advvy User – Admin.

3. In the Admin view, check or uncheck roles to assign or remove them.

4. Click Save.

Role Notes

• Advvy Standard User (1) is the core user permission.

• Advvy Standard Extension (2) builds on Standard User but must be assigned with Standard User.

  • Roles stack—assign them in the correct order.

For details on each role, refer to your Security Roles & Descriptions documentation. 

5. Assigning Clients to Users

New users do not automatically see clients or campaigns.
To grant visibility, users must be added to Client Teams or Team Groups.

There are three methods:

5.1 Add Client Teams via the User Profile

1. Open Agency Settings → Users → User Profile

2. In Team Membership, select … → Add Existing Team

3. Select one or more Client Teams

4. Save

The user now has access to all campaigns for those clients.

5.2 Add Users via the Client Record

1. Navigate to Agency Area → Clients

2. Open the client record

3. Under Owner Client Team, open the Client Team page

4. In Team Members, select Add Existing User

5. Choose users and Save

5.3 Add Users via Team Groups (Recommended for multi-client access)

1. Open Agency Settings → Users → User Profile

2. Under Team Group Membership, select … → Add Existing Team Group

3. Choose one or more Team Groups

4. Save and refresh

5. The user automatically inherits all client team memberships contained in the Team Group

6. Team Groups Overview

Team Groups combine:

• Users

• Clients

• Products

Their purpose is to simplify client access management and enable the Team Work functionality.

How Team Groups Work

• Every new Client automatically generates a Client Team.

• By adding users to a Team Group, they automatically join all associated Client Teams.

• Products define campaign focus and help segment work across teams.

Why Use Team Groups?

• Efficient onboarding of users

• Easy management of multiple clients

• Task delegation and visibility via Advvy Team Work

• Ability to reflect real-world team structures (client clusters, product specialists, etc.)

⚠ Note

Team Groups must contain at least one user, one client, and one product to appear in Team Work.

7. Creating a Team Group

Prerequisites

Only Advvy Administrators or users with User Management permissions may create Team Groups.

Steps

1. Go to Agency Settings → Security → Team Groups

2. Click + New

3. Enter a Name and an optional Manager/Owner

4. Save

5. Add:

   • Clients first

   • Products second

   • Users last
     (recommended order)

8. Managing Team Group Members

8.1 Adding/Removing Clients

Add Clients

1. Open Client grid → Add Existing Client

2. Search and select multiple clients

3. Click Add

Remove Clients

1. Select the row(s)

2. Click Remove

8.2 Adding/Removing Products

Add All Products

Use the Refresh option to automatically add all related products.

Add Selected Products

1. Open Products grid → Add Existing Product

2. Select products → Add

Remove Products

1. Select product(s)

2. Click Remove

8.3 Adding/Removing Users

Add Users

1. Open Users grid → Add Existing User

2. Select users → Add

⚠ Removing Users

Removing a user from a Team Group:

• Removes access to all Client Teams associated

• May revoke access to multiple clients

• May affect workflow assignments

Always review the user profile after removal.

9. Tips for Migrating to Team Groups

• Ensure Client records include up-to-date Products

• Plan your Team Group structure (by client, product, manager, specialty, etc.)

• Assign every user to at least one Team Group

• Team Groups enable Team Work; no Team Groups = limited visibility in Team Work

• Users can be in multiple Team Groups

• Additional client access can be added manually via Client Teams if required

10. Important Warnings

• Users outside a Team Group will not appear in Team Work views

• Moving users between Team Groups changes their access to client campaigns

• Deleting or removing client access may impact workflow assignments and visibility

• Always verify a user’s client access after any role or group changes