Users & Roles

Real-World Use Case

Professional services firm with project-based teams

A consulting firm has 40 employees across three departments: Strategy, Technology, and Operations. Each department has a Director, Managers, and Consultants. The firm needs consultants to see only their own client engagements, managers to see their team's work, and directors to see everything in their department.

1. 1Create a role hierarchy: CEO → Department Directors → Managers → Consultants
2. 2Clone the base "Consultant" role for each department (Strategy Consultant, Tech Consultant, Ops Consultant)
3. 3Disable peer visibility on the Engagements module so consultants only see their own clients
4. 4Enable peer visibility on the Knowledge Base module so everyone can share resources
5. 5Use field-level security to hide billing rates from Consultant roles (read-only for Managers, full access for Directors)
6. 6Restrict the Import and Export features to Director roles only

Key Concepts

Here's what each term means in plain English.

Settings Navigation

The Settings page has a left sidebar organized into categories. Users and Roles live under the Account section.

Users Page

This page shows everyone who has access to your workspace. A simple table where you can see at a glance who's on your team, what role they have, and whether their account is active.

What Each Column Means

Available Actions

Creating a User

Click "Create User" to open a dialog where you enter the new person's details. They'll receive an email invitation to set up their account.

Form Fields

How It Works

1. 1Fill in the person's first and last name
2. 2Enter their email address
3. 3Select a role from the dropdown
4. 4Click "Create User"
5. 5They receive an email invitation to set up their password
6. 6Once they accept, they appear as "Active" in the users list

User Detail Page

Click any user's name to see their full profile. This page shows all their information and gives you options to edit or remove them.

Information Displayed

Action Buttons

Editing a User

Click "Edit User" on the detail page and the profile card transforms into an editable form.

Editable Fields

Click "Save Changes" to apply your edits, or "Cancel" to discard them.

Roles Page

This page displays all roles as a hierarchy tree, showing parent-child relationships (who reports to whom).

What You See in the Tree

Tree Controls

Adding a Role from the Tree

Hover over any role in the tree to reveal an "Add role" button. Clicking it opens the Create Role dialog with that role pre-selected as the parent.

Creating a Role

New roles are created by cloning an existing role's permissions and placing the new role in the hierarchy.

Form Fields

Understanding "Reports To"

The hierarchy determines who can see whose data. A parent role can see all records owned by child roles below it.

`` Sales Director (sees all sales data) ├── Sales Manager (sees their team's data) │ ├── Sales Rep A (sees only their own data) │ └── Sales Rep B (sees only their own data) └── Account Manager (sees only their own data) ``

Understanding "Clone From"

Instead of building permissions from scratch, you pick an existing role to copy. After creation, you can customize the new role's permissions independently. Changes won't affect the source role.

Steps

1. 1Hover over a role in the tree and click "Add role"
2. 2Enter a unique role name
3. 3Optionally add a description
4. 4Select which existing role to clone permissions from
5. 5Confirm the parent role (Reports To)
6. 6Click Create
7. 7The new role appears in the tree under its parent

Role Detail Page

Click any role in the hierarchy tree to open its detail page. This is where you configure everything about what users in this role can do.

Role Details Card

Tabs

Module Permissions

Found in the Data Access tab. A table showing each module with checkboxes for the four CRUD operations.

Permission Types

How It Works

• Checked = permission granted
• Unchecked = permission denied
• Row checkbox = select/deselect all four permissions for that module at once
• Search box = filter modules by name

Field-Level Security

A more granular layer below module permissions. Even if a role can access a module, you can hide or lock specific fields within it.

Access Levels

How It's Organized

• Fields are grouped by module in collapsible sections
• Each section header shows: module name, total field count, and a summary (e.g., "5 editable, 2 read-only, 1 hidden")
• Expand a section to see a table with radio buttons for each access level
• Use the search box to filter fields by name across all modules

Feature Permissions

Controls access to platform features not tied to specific records. Only visible to Super Admins when managing other roles.

Feature Groups

How to Edit

Click the dropdown for a feature group to see all available features. Check or uncheck individual features. Groups with unsaved changes show an amber "Modified" label.

Peer Visibility

This setting answers one question: "Can users in the same role see each other's records?"

How It Works

When to Use

Peer visibility is configured per module. You might enable it for Accounts (shared) but disable it for Deals (personal).

Notification Preferences

The Notifications tab sets default notification preferences for all users in this role.

Notification Channels

Notification Types

Each notification type has independent toggles for App and Email. Toggle them on or off based on what's useful for this role.

Role Members

The Users tab shows everyone currently assigned to this role.

What You See

• Header: "Assigned Members (count)" shows the total number of users with this role
• Refresh button: Reload the member list
• Member cards: Each shows an avatar (initials), full name, and status badge

Common Workflows

Add a new team member

1. 1Go to Settings → Users
2. 2Click "Create User"
3. 3Enter their first name, last name, and email
4. 4Select the appropriate role from the dropdown
5. 5Click "Create User". They'll receive an invitation email.

Change someone's role

1. 1Go to Settings → Users
2. 2Click on the user's name
3. 3Click "Edit User"
4. 4Change the Role dropdown to the new role
5. 5Click "Save Changes"

Create a new role for your team

1. 1Go to Settings → Roles
2. 2Hover over the parent role in the tree (e.g., "Sales Director")
3. 3Click "Add role"
4. 4Name it (e.g., "Sales Representative")
5. 5Select an existing role to clone permissions from
6. 6Confirm the parent role (Reports To)
7. 7Click Create
8. 8Open the new role and customize its permissions in the Data Access tab

Restrict what a role can see

1. 1Go to Settings → Roles → [Role Name]
2. 2In the Data Access tab, uncheck module permissions they shouldn't have
3. 3Set field-level security to "Read Only" or "Don't Show" for sensitive fields
4. 4Disable peer visibility for modules where they shouldn't see colleagues' records
5. 5Save your changes

Control which features a role can access

1. 1Go to Settings → Roles → [Role Name]
2. 2In the Data Access tab, look for the Feature Permissions section
3. 3For each feature group, open the dropdown and select/deselect features
4. 4Save your changes