Company roles (custom roles)
Create your own roles that decide exactly who sees, edits and approves which areas.
If no built in role fits, owners and administrators create company roles under Administration, Settings, tab "Roles & permissions". The built in roles are listed there as read only templates ("Built in roles (templates)") with a short "For whom?" text.
A company role is a matrix of areas and levels. The areas follow the apps: Finance, Sales, Sales calling, Purchasing, People, My area, Operations, Workspace, Analytics, Manuals, Brain, Assistant and Administration.
Who can use this
- Owner
- Administrator
Steps
1. Open Roles & permissions
Open Administration, Settings and the tab "Roles & permissions".
2. Start a role
Click "New role", or click "Use as template" on a built in role to start from its permissions.
3. Name and base role
Enter a Name (for example "Accounting without payroll") and a Description. Choose the Base role. The base role sets defaults such as the home dashboard and notifications.
4. Set the levels
Under "What may the role do?" choose a level per area: None, View, Edit, Approve or Manage. Each level includes the ones before it.
5. Fine tune with Advanced
Open "Advanced" to set single modules of an area differently, for example People without payroll. The area then shows "Custom".
6. Check the preview
The preview lists what the role sees ("This role sees:"), and which areas are hidden because they are not booked.
7. Save
Click "Save role". Assign the role to members in the Users tab or when you invite someone; it appears as "(company role)".
Fields and options
- Template
Choose a built in role and click "Apply template" to copy its permissions into the matrix.
- Base role
Any built in role except Owner and Administrator.
- Inactive
Marks a role that is switched off.
- Members
The number of members who have the role.
Good to know
- A role that is still assigned to members cannot be deleted. Assign another role to those members first.
- Two roles cannot have the same name.
- Every member of a company role automatically gets the basics: seeing the company, notifications, comments, attachments, tags, custom fields and personal settings.
Related
- Roles and permissions
The nine built in roles and what each of them may do.
- Permissions a company role can never have
Rights that stay with the built in Owner and Administrator roles.
- What every member can do
The basic permissions that come with every role.
- The setup checklist ("Getting started")
The list of first steps on Home that guides owners and administrators through the setup of a new company.