How do I create a private entity for practice staff?

Some practices want to let staff use Prosaic for their own personal or practice-related needs — for example managing a rental property, tracking expenses for home office claims, or running internal demos and training.

In these cases, it’s important that the staff member’s transactions and bank feeds are private to them, and not visible to other advisors in the practice.

This guide shows how a workspace Owner or Admin can set this up safely using Prosaic’s permissions model.

For a deeper explanation of how roles and access work, see:

👉 https://help.prosaic.works/article/83-user-roles-client-access

What this setup achieves

With this approach you can:

Let staff use Prosaic for their own rental property or home office claims
Support internal demos and training
Keep personal or internal bank feeds private to the staff member
Ensure other advisors can’t see these entities or transactions
Still allow Owners/Admins to access them if support is needed

Step-by-step setup

1. Invite the staff member as an Advisor (work email)

As a workspace Owner or Admin:

Invite the staff member using their work email
Set their role to Advisor

This gives them access to the workspace to do normal client work.

2. Add the same person as a Client (personal email)

Create a Client user using the staff member’s personal email address.

This creates a separate profile they’ll use to connect their own bank account.

3. Create a private entity

Create a new entity for the staff member, for example:

“Alex – Rental Property”
“Sam – Home Office”
“Internal – Demo Account”

This entity will hold their transactions and bank feeds.

4. Assign access to the entity

On the entity’s access settings:

Grant Advisor access to the staff member’s work email
Grant Client access to the staff member’s personal email
Don’t grant access to any other users

This keeps the entity private to that staff member (Owners/Admins will still have access).

5. Connect the bank feed as the Client user

Ask the staff member to:

Sign in using their personal email (Client account)
Connect the bank account to the private entity

This ensures the bank feed is owned by their client profile and not shared with the practice.

What happens next

The staff member can manage their rental property, home office claims, or internal workflows
Other advisors won’t see this entity
Owners/Admins can still access it for support if required

Tips

Name private entities clearly (e.g. “Private – Alex Rental”)
Keep personal entities separate from real client entities
Review access when staff roles change or people leave
Use this setup for testing new features without affecting real client data