Settings: Roles and Permissions
Learn how the Roles and Permissions section lets your business control access across the CRM by creating roles and assigning the permissions each role should have.
Thought Process
The Roles and Permissions section exists so the CRM can control what different users are allowed to do. Not every staff member should have the same access, so this area helps the business create clear roles with the right level of control.
Instead of setting every permission one user at a time, roles allow you to group permissions together in a structured way. That makes access easier to manage, easier to review, and easier to keep consistent across teams.
Why it matters
Good permission control helps protect data, reduce mistakes, and make sure staff only see and change what they actually need to.
Why roles help
Roles make permission management easier by letting the business define access once and then apply that structure more consistently.
What This Section Does
Create roles
Build roles that reflect different job types or responsibilities within the organisation.
Assign permissions
Each role can be given its own set of permissions so access is tailored to what that role actually needs.
Set permissions by area
Permissions are organised by area of the CRM, making it easier to control access section by section.
Control view access
Decide whether a role can view a particular area of the CRM.
Control add access
Decide whether a role can create new records within a given area.
Control edit access
Decide whether a role can change or update existing records.
Control delete access
Decide whether a role can remove records in the areas they can access.
Use parent roles
Parent roles can be set to make the structure easier to understand in the hierarchy view.
Permissions by Area and Action
Roles and permissions are designed to be both structured and easy to read.
CRM areas
Permissions are grouped by area of the CRM, so access can be controlled section by section rather than as one large untidy list.
Permission actions
Within each area, access can then be broken down into View, Add, Edit, and Delete.
Parent Roles and Visual Structure
Roles can also be linked to parent roles, which helps make the overall role structure easier to understand.
Parent roles
A parent role can sit above other roles to give a clearer visual structure in the hierarchy view.
Hierarchy view
This is especially useful in larger organisations where there are many roles and the business wants a cleaner visual understanding of how they relate.
Simple Walkthrough
- Go to Settings.
- Open the Roles and Permissions section.
- Create a new role with a clear name.
- Assign a parent role if you want it to sit within the hierarchy view.
- Work through each CRM area and choose whether the role should have View, Add, Edit, and Delete access.
- Save the role once the permissions are correct.
- Review the hierarchy view to check the overall structure makes sense.
Getting the Most From Roles and Permissions
Keep roles purposeful
Create roles around real responsibilities in the business rather than making lots of small variations that become difficult to manage.
Give only what is needed
It is usually better to keep permissions tighter and only allow the actions a role genuinely requires.
Review delete access carefully
Delete permissions are often the most sensitive, so they are worth checking more carefully than view or edit access.
Use parent roles to stay organised
Parent roles can make the structure easier to understand, especially when there are many roles across the organisation.
Review roles as the business changes
Roles and access needs often change over time, so it is worth checking them periodically to make sure they still fit.
Think about real working patterns
Roles are most useful when they reflect how staff really use the CRM, not just how access might look in theory.