Creating User Roles

Learn how to create new User Roles to define permission sets for your team members.

Creating a New Role

1. Navigate to Team Administration → User Roles
2. Click the Create Role button
3. Fill in the basic information:
   • Role Name (required) — A descriptive name like "Sales Representative"
   • Description — Explain the purpose of this role
4. Click Save to create the role

After Creating a Role

Once created, you'll be taken to the role detail page where you can configure:

• Users — Assign users to this role
• Feature Permissions — Enable admin feature access
• Data Permissions — Configure collection, field, and wizard access

Assigning Users

In the role detail page:

1. Find the Users field
2. Search for and select users to assign
3. Note: Team Admins are excluded since they already have full access

Impact on Users

• When you assign a role to a user, all the role's permissions take effect immediately
• If a user has multiple roles, their effective permissions are the union of all roles — if any role grants a permission, the user has it
• Changes to a role's permissions affect all users currently assigned to that role
• Removing a role from a user removes those permissions (unless granted by another assigned role)
• Users without any role assigned have no access to features or data (unless they are Team Admins)

Best Practices

• Start restrictive — Begin with minimal permissions, add more as needed
• Use descriptive names — Future you will thank you
• Document purpose — Use the description field to explain the role
• Group by function — Create roles based on job responsibilities, not individuals

Related Topics

• User Roles Overview — Understanding roles and the permission system
• Feature Permissions — All 24 admin feature toggles
• Data Permissions — Collection, field, and wizard tabs
• User Management Overview — Managing users
• Managing User Access — Assigning roles to existing users