Feature Permissions
Required Permission
This feature requires the TEAM_ADMIN_USER_ROLES permission. See User Roles Overview for more about the role system.
Feature Permissions control which platform features and tools a user can access within Simply360. They are assigned through User Roles and are separate from Data Permissions, which control access to specific data.
How Feature Permissions Work
Each Feature Permission controls access to a specific area of the platform. When assigning permissions, you choose an access level:
- View Only — User can see the feature but cannot make changes
- View & Edit — User can see and modify the feature
Some permissions always grant edit access (noted below) because view-only mode doesn't apply to them.
When a user has multiple User Roles, permissions are combined — if any role grants a permission, the user has it.
Team Admin Permissions
These permissions control access to the Team Administration section of Simply360:
| Permission | Access Level Options | Grants Access To |
|---|---|---|
| Account Info | View Only / View & Edit | Account Details & Settings — organization name, logos, timezone, language settings |
| Users | View Only / View & Edit | User Management — invite, edit, and deactivate team members |
| User Roles | View Only / View & Edit | User Roles — create roles and assign feature/data permissions |
| Data Collections | View Only / View & Edit | Data Collections — create and configure collections, fields, views, and cards |
| Custom Lists | View Only / View & Edit | Custom Lists — manage dropdown option lists used across the platform |
| Data Wizards | View Only / View & Edit | Data Wizards — create and configure guided data entry workflows |
| SimplyTags | View Only / View & Edit | Simply Tags — manage NFC tags and QR codes |
| Dashboard Cards | View Only / View & Edit | Dashboard Cards — configure the team dashboard metrics and cards |
Integration Permissions
These permissions control access to third-party integrations configured in External Integrations:
| Permission | Access Level Options | Grants Access To |
|---|---|---|
| SSP Integration | View Only / View & Edit | Studio School Pro integration — field mappings, import, API keys, sync history |
| Zapier Integration | View Only / View & Edit | Zapier webhook configuration and automation settings |
Data Permissions (Feature-Level)
These feature-level data permissions work alongside collection-level Data Permissions:
| Permission | Access Level Options | Grants Access To |
|---|---|---|
| Data Record Logs | View Only | View change history and audit logs for data records |
| Data Full Access | Always Edit | Override all collection-level restrictions — use with extreme caution |
| AI Translations | Always Edit | AI-powered translation features for multilingual data entry |
Caution: Data Full Access
Data Full Access overrides all collection-level and field-level Data Permissions. Grant this only to users who genuinely need unrestricted access to all data.
Outgoing Messages Permissions
These permissions control access to the Outgoing Messages system for email and SMS communication:
User's Own Messages
| Permission | Access Level Options | Grants Access To |
|---|---|---|
| View Own Emails | View Only | See emails the user has sent |
| Send Emails | Always Edit | Compose and send email messages |
| View Own SMS | View Only | See SMS messages the user has sent |
| Send SMS | Always Edit | Compose and send SMS messages |
Other Users' Messages
| Permission | Access Level Options | Grants Access To |
|---|---|---|
| View Others' Emails | View Only | See emails sent by other team members |
| Send Emails as Others | Always Edit | Send email messages on behalf of other team members |
| View Others' SMS | View Only | See SMS messages sent by other team members |
| Send SMS as Others | Always Edit | Send SMS messages on behalf of other team members |
Message Management
| Permission | Access Level Options | Grants Access To |
|---|---|---|
| Message Templates | View Only / View & Edit | Create, edit, and manage reusable message templates for emails and SMS |
| Email Approval Workflows | Always Edit | Review and approve/reject pending email messages in the approval queue |
| SMS Approval Workflows | Always Edit | Review and approve/reject pending SMS messages in the approval queue |
About Outgoing Messages
The permissions above control access to the Outgoing Messages system. Note that "View Others' Emails" and "View Others' SMS" are separate permissions — granting one does not grant the other. Similarly, email and SMS approval workflows are configured independently.
Assigning Feature Permissions
- Navigate to Team Administration → User Roles
- Click on a role to edit it (see Creating User Roles)
- Find the Feature Permissions section
- Select the permissions to grant
- For each permission, choose the access level (View Only or View & Edit)
- Save your changes
Impact on Users
- Feature Permissions take effect immediately after the role is saved
- Users with the permission will see the corresponding menu items in their Team Administration section
- Users without a permission will not see the associated Team Administration pages at all
- "View Only" users see the configuration but cannot make changes — useful for junior admins learning the system
- Team Admins bypass all feature permissions and always have full access
Security Note
Be careful when granting User Roles permission — users with this permission can potentially escalate their own privileges by modifying their role's permissions. Limit this to trusted administrators.
Related Topics
- User Roles Overview — Understanding the role-based permission system
- Creating User Roles — Step-by-step role creation
- Data Permissions — Collection and field-level data access controls
- User Management Overview — Managing team members