User Roles, Permissions, and Assigned Data for Sub-Accounts

Managing User Access in Your Sub-Account

This guide explains how to manage user roles and permissions within a specific sub-account of your CRM. You will learn how to control which features and data your team members can access, assign custom visibility rules, and configure detailed permissions for various modules. This is essential for maintaining security and operational efficiency.

Understanding User Roles and Permissions

User roles and permissions define what a team member can see and do within a sub-account. This system allows you to tailor access, from giving a sales representative a limited view to granting a manager full administrative control. The two primary roles are Admin and User. These roles can be further refined using granular permissions and the Only Assigned Data visibility setting.

Key Benefits of Configuring Permissions

Properly managing user access provides significant advantages:

• Enhanced Security: Protect sensitive client information, sales pipelines, and marketing campaigns by restricting access to authorized personnel only.
• Streamlined Interface: Hide tools and menus that are not relevant to a user's role, helping them navigate the CRM more efficiently.
• Clear Accountability: Every action within the system is tied to a specific user, creating a reliable audit trail.
• Efficient Onboarding: Quickly set up new team members by copying permission settings from an existing user.

How to Set Up Roles and Permissions

Follow these steps to configure access for a user in your sub-account.

Step 1: Navigate to My Staff

Go to the sub-account you wish to manage. From the main navigation, select Settings, and then click on My Staff.

Step 2: Select a User

Find the user you want to edit and click the Edit (pencil) icon next to their name. To add a new team member, click the + Add Employee button.

Step 3: Assign a Role

In the user's profile, click on the Roles and Permissions tab. Use the Role dropdown menu to assign one of the following:

• Admin: Provides complete access to all modules and settings within the sub-account.
• User: Provides restricted access, which you can then customize using the granular permissions below.

Step 4: Configure Module Access

Use the checkboxes to enable or disable the user's access to specific modules, such as Conversations, Workflows, Calendars, and others.

Step 5: Set Data Visibility

If needed, toggle the Only Assigned Data setting to ON. This restricts the user's view to only the contacts, opportunities, and tasks that are specifically assigned to them.

Step 6: Save Changes

Click the Update or Save button to apply the new permission settings.

Using the "Only Assigned Data" Feature

This feature is a powerful way to limit a user's visibility to only the data they are responsible for. When enabled, the user will see:

• Contacts assigned to them.
• Opportunities where they are listed as the owner.
• Appointments and tasks linked to their profile.

This is particularly useful for sales teams, ensuring that representatives can only view and manage their own pipeline.

Copying Permissions Between Users

To streamline the process of setting up a new user, you can copy permissions from an existing team member.

1. Navigate to Settings > My Staff.
2. Click the Edit icon for the new or existing user you wish to configure.
3. Select the Roles and Permissions tab.
4. Click the Copy Permissions button in the top-right corner.
5. From the dropdown that appears, select the user whose permissions you want to copy.
6. Click Copy to apply the settings.

Module-Specific Granular Permissions

For precise control, you can set granular permissions for individual modules and their features. This is ideal for large teams or for limiting access to sensitive functions. For example, you can control who has permission to export data from dashboard widgets.

Granular permissions are available for a wide range of areas, including AI Agents, Calendars, Contacts, Conversations, Workflows, Opportunities, and many more.

Frequently Asked Questions

What happens if I disable a module for a user, but it is used in a workflow?

The user will not be able to see or interact with that module. However, any workflows that use the module will continue to run. Ensure that at least one user has the necessary permissions to manage those automations.

Can I assign different permissions for each calendar?

Yes. Calendar permissions are granular, allowing you to grant booking access or full management rights to specific calendars.

Can I bulk assign permissions across multiple users?

No, bulk assignment is not currently available. You must configure permissions for each user individually using the Copy Permissions feature.

What is the difference between an Agency Admin and a Sub-Account Admin?

An Agency Admin has control over all sub-accounts, agency-level settings, and billing. A Sub-Account Admin's permissions are limited to the specific location (sub-account) they are assigned to.