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Users and permissions

How to set a user's role and permissions

In Settings › My Staff, edit the user, open Roles & Permissions, choose Admin or User, turn on only the modules they need and, if you want, turn on Only Assigned Data. Save when you're done.

Updated on

Before you start

  • You need to be an Admin on the account.
  • The user must already exist in My Staff. If not, create them first.
Where to find it

Settings › My Staff › pencil icon › Roles & Permissions

Step by step

  1. Open Settings › My Staff.
  2. Find the user and click the pencil icon to edit them.
  3. Open Roles & Permissions.
  4. Choose the role:
    • Admin: management access to the whole account, including settings and team.
    • User: access only to what you turn on in the permissions.
  5. In the module list (for example Contacts, Conversations, Opportunities, Calendars, Payments, Automation), turn on the ones the person should use and turn off the rest.
  6. Open each module to fine-tune the allowed actions (view, create, edit, delete) where that option exists.
  7. To limit the person to their own work, turn on Only Assigned Data. They'll only see the contacts, opportunities, appointments and tasks assigned to them.
  8. Click Save.

Copy permissions from another user

  1. In My Staff, open the user you want to set up (or create a new one).
  2. In Roles & Permissions, click Copy Permissions.
  3. Pick the source user from the list and click Copy.
  4. Check that the permissions make sense for this person and click Save.

Tips

  • Start with the minimum and add permissions when the person needs them. It's safer than taking them away later.
  • Only Assigned Data is ideal for salespeople: each one works their own contacts without seeing their teammates' pipeline.
  • You can't change permissions for several users at once; use Copy Permissions instead.

Common problems

  • The user stopped seeing contacts after I turned on Only Assigned Data → They only see what's assigned to them. Assign them the right contacts or opportunities, or turn the option off.
  • I turned off a module but the automations keep running → That's expected: turning off a module removes the person's access, but existing workflows keep running. Make sure another user with access manages them.
  • The changes don't take effect → Check that you clicked Save and ask the person to refresh the page or sign out and back in.
  • I can't edit a user's role → Only admins can change roles. Ask an account admin.

Frequently asked questions

Can I set different permissions per calendar?

Yes. Calendars permissions have detailed controls to limit access to and management of calendars.

Can one user manage several of the company's accounts?

Yes, if they're given access to each account. Talk to your account admin.

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