lets you define specific access permissions for your team. This ensures each user has the right access, improving security and streamlining workflows. For example, you can give a staff member access to update experience details but not pricing.
Accessing this feature
Go to Admin > Roles
How to use it
Follow these steps to create and manage custom team roles:
Navigate to Role Management: From the main dashboard, go to Admin > Roles. This will display a list of existing roles and provide options for new role creation.
Initiate New Role Creation: On the 'Roles' page, click the Create button. This action will open a configuration panel or a new page dedicated to defining the parameters of your custom role.
Define Role Details: Provide a clear and descriptive name for your new role in the 'Role Name' field. This name should accurately reflect the role's purpose or the team members it will apply to. Optionally, add a brief description in the 'Role Description' field to provide further context regarding the role's responsibilities and scope.
Configure Permissions: This is the core step where you define the specific actions and data access levels associated with the role. The platform presents a categorised list of permissions, organised by module or functionality (e.g., Data Access, Content Management, System Administration, Reporting, User Management).
Expand Categories: Click on each category to reveal a detailed list of individual permissions.
Grant or Deny Access: For each permission, select the appropriate checkbox or toggle switch to grant access. Permissions often include options such as 'View', 'Create', 'Edit', and 'Delete'. For instance, under 'Data Access', you might grant 'View' access to financial reports but deny 'Edit' access to critical system configurations.
Granular Control: Carefully review each permission. Granting 'Full Access' to a category enables all sub-permissions within it, while selecting individual permissions allows for more precise control. For sensitive areas like 'User Management', consider granting 'View Users' and 'Add New Users' but restricting 'Delete Users' to a more elevated role.
Review and Save the Role: Once all desired permissions have been configured, review the summary of the role's settings to ensure accuracy. Confirm that the selected permissions align with the intended scope of the role. Click the Save button to finalise and activate the custom role. The newly created role will then appear in your list of available roles.
Assign Role to Team Members: After creating the custom role, you can assign it to individual team members. Go to Admin > Users. For each user, click Edit and select the newly created custom role from the 'Assigned Role' dropdown menu. This ensures that the user's access privileges are synchronised with the defined permissions of their assigned role.
Tips
Principle of Least Privilege (PoLP): Always grant only the minimum permissions necessary for a team member to perform their duties. Avoid granting broad access unless absolutely required, as this significantly reduces potential security risks.
Clear and Descriptive Naming: Use intuitive and consistent naming conventions for your custom roles (e.g., "Marketing Coordinator - View Only", "Finance Administrator - Full Access"). This enhances clarity and simplifies role assignment and management.
Regular Role Audits: Periodically review all custom roles and their assigned permissions to ensure they remain relevant and appropriate. Organisational changes or team member transitions may necessitate adjustments to existing roles.
Test Roles Before Deployment: Before assigning a new custom role to multiple team members, test it with a single, non-critical user account. Verify that the permissions function as intended and that no unintended access is granted or denied.
Document Role Definitions: Maintain internal documentation that outlines the purpose, scope, and specific permissions associated with each custom role. This serves as a valuable reference for administrators and new team members.
Avoid Overlapping Responsibilities: Design roles to have distinct and clear responsibilities where possible. Minimising significant overlap in permissions between different roles reduces complexity and potential for confusion.
Consider Scalability: When creating roles, anticipate future organisational growth and changes. Design roles that can accommodate new team members or evolving job functions without requiring a complete overhaul of your permission structure.
Need help?
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