User roles are the clubbed permission settings for a group of users. Since in a department or organisation role, a group of members always have the same permission to access the data. For example, if a user is in accounts or billing, they will need access to Invoicing & Quotes and the customer’s deal data and contact details to raise the invoices.
Similarly, your retention team will need access to data about the customer’s previous transactions and the subscription data so they can contact the customer before the subscription expiry.
As multiple users have the same kind of role & permission in an organisation, it is better to group the permissions for them instead of assigning them one by one to all.
You will need administrator privileges in the CRM to manage the user roles. First, go to the settings page (if you don’t know how then check the article here).
From the settings page left navigation menu, click on the “Users & Roles” and then select “User Roles”.
Add New Role
To add a new User Role, click on the “Add New” button (top right).
This will open a new popup, asking you a few required details to create the User Role.
Here, you will need to fill the following details;
|Role Name||Name of the role. This name will be displayed everywhere where user role is required. Keep it unique.|
|Role Description||Description for the role. This is for your own purpose only. Describe the purpose of this role.|
|Permission Type||You can select either “User” or “Administrator”. Keep the permission type as “User” unless you want them to have similar rights as yours.|
|Department||Best to keep it as “Available to all departments” unless you want this role to be specific to a particular department users.|
When you set all the details then click on “Add New” button. System will take you to the permissions page for the “User Role”.
Select the permissions you want to give for this role. Permissions are self explanatory.
Change Permissions For User Role
To change permissions of an exisiting role go to “Users & Roles” page and then click on the role name.
Checking Users Under A Role
To check the users who are assigned a specific role, then first click on the role name e.g., Billing and then click on the “Users” tab on the top.