What are Access Codes in Swivel?
Access Codes are a powerful permission-setting feature in Swivel that allow you to control which Product Lines (Lines of Business) and Products (Policies and Accounts) your users can access.
By assigning Access Codes, you can:
Ensure Data Segmentation: Keep Assets Under Management (AUM) separate across different advisors or locations.
Maintain Compliance: Easily isolate and report on specific Lines of Business in the event of an audit.
Enhance Security: Limit visibility so users only see the data and products that are relevant to their role.
How to create Access Codes
From the main navigation menu, select Settings > click Account and select Users.
From the user screen > click the desired user name
From the User Profile page, navigate to the Access Codes tile and > click +New Access Code
Complete the New Access Code form
Code - Must be at least 4 digits
Product Lines - Use to assign the lines of business visibility when logged in with this code (i.e. AUM, Annuities, Life Insurance, etc).
Financial Institutions - Use to further refine visibility when logged in with this code (i.e. Allianz, Columbus Life, etc).
Click Save
🔍 Tip: If you want the user to have access to all Products and Institutions, leave the Product Lines and Financial Institutions fields blank.
📌 Note: Only users with the Owner role have the ability to create and manage 1 or more access codes for each user.
How to Edit a User's Access Codes
From the main navigation menu, select Settings > click Account and select Users.
From the user screen > click the desired user name
Navigate to the Access Codes tile and > click the edit button and update the Edit Access Code
Click Save
FAQs
Can a user have more than 1 access code?
Yes.
Once an access code is created, when is that user prompted to enter the code?
The user will be prompted to enter an access on successful login. If 2FA is enabled, the user will be prompted afterwards, to enter the access code.
What if I want users to still have access to all product lines and institutions?
If you want users to have access to all product lines and institutions, then you don’t need to create any access codes.
If you want users to have different access views (e.g. 1 access code for Annuities & Life, a separate access for AUM) and still have access to all product lines and institutions, you need to create an access code with full access to all product lines and institutions.
If a user has an access code only configured for a specific product line and/or institution, will this prevent the user from creating a new or duplicate product line and/or institution?
No. Access codes don’t prevent users from creating new or duplicate product lines and institutions. It only limits the user from viewing data belonging or related to specific product lines and/or institutions. It doesn’t limit the user from creating new records.
What are some other use cases for access codes?
For firms and agencies who want separate experiences for their insurance professionals and financial advisors, while keeping all data in using one (1) Swivel account subscription - apply unique access codes according to product lines and/or institutions based on agent and advisor specialties or licenses.