Problem
Scaling Fast, Straining for Control
A fast-growing French firm specializing in insurance, wealth management, and performance optimization, has scaled rapidly from a four-person team to over 35 SmartSuite users—with plans to reach 200 by 2027. Operating under a decentralized model, every sales agent works independently within their ecosystem, requiring precise oversight for directors and managers—without compromising data integrity across teams.
The founder and director had experimented with platforms like Airtable and ClickUp before settling on SmartSuite, but as the organization grew, permission management became a critical pain point. Directors needed visibility into their teams' performance—no more, no less—yet native multi-level permissions weren’t available to support that level of granularity. The challenge intensified after acquiring another company and expanding into regional agencies, where department-level data segmentation became essential.
Maintaining accurate visibility meant manual, repetitive work—like individually assigning team leaders to every contract—a process that quickly proved unsustainable. They needed a scalable solution that could centralize data governance, automate role-based visibility, and support continued growth without sacrificing efficiency or control.
Q1
Solution
Engineered Visibility for a Growing Ecosystem
To address these needs, SmartSuite’s team worked closely with the founder to engineer a custom permission model using automations, linked records, and lookup fields.
Together, they built a "Teams" table to centralize employee assignments, then created linked record fields in key solutions like “Contracts” and “Customers” to dynamically associate records with teams. Automations now ensure that when a new team leader is added, or if someone switches roles, all associated contracts update in real-time.
SmartSuite also introduced strategies for auto-assigning team leaders to new records, retroactively updating old contracts, and minimizing notification fatigue by managing field-based alerts.
SmartSuite's roadmap includes enhancements like assignable teams and embedded client portals—features they plan to adopt once released. “We’re building for scale, and SmartSuite’s flexibility gives us that edge,” the founder noted.
Q2
Result
Future-Ready Operations, Built Today
The result is a leaner, smarter operation. This digital optimization provider now manages over 6,000 new contracts per month with confidence that every record reflects accurate, role-based visibility. Directors can oversee regional performance without exposure to irrelevant or sensitive data.
These improvements also reduce onboarding friction: new hires can be dropped into existing structures without rewiring permissions every time. The founder estimates this automation-first approach saves his team dozens of hours each month—and positions the company to scale smoothly toward their 200-employee vision.
SmartSuite is now the hub for all business data—from contracts to compliance training—and powers real-time dashboards that even wow potential investors. “Our competitors still run on Excel. When we show them SmartSuite, it’s like showing them the future,” the founder said proudly.
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