Roles & Permissions
Create employee roles, assign team members to them, and control exactly which pages and actions each role can use.
What is this?
A role is a named permission set (for example, “ETA” or “Support”) that you assign to one or more employees. Each role is built from one or more modules, and for each module you choose exactly which pages and which actions (View, Create, Edit, Delete) are allowed.
Why use it?
Roles are how you keep access tight: give someone only the View permission on a page if they should look but not touch, or grant full Create/Edit/Delete to a manager. Assigning a role can also be time-boxed with an expiry date, useful for temporary or contractor access.
Before you start
- Required role: Owner or Admin.
- Dependencies: the permission actions you want to grant must already exist on the Modules registry.
- Warning: role names cannot currently be changed after creation — choose a clear name upfront. If you need a different name, create a new role and delete the old one instead (only once it has no members you still need).
How to open it
Settings › Roles & Permissions › Roles & Permissions
How to use it
- Open the Roles & Permissions page. The four summary cards at the top show Total Roles, Total Users, Modules Covered, and Active Permissions across every role.
- Switch between Grid and List view using the toggle in the top-right.
- Click + New Role, give it a name and an optional description, and click Create Role.
- Open the new role. Click + Add under Users to assign a team member, choosing an expiry date if the access should be temporary.
- Click Add Module under Module Permissions, choose a module, and tick exactly the View/Create/Edit/Delete checkboxes you want to grant for each page in that module.
- Use Enable All / Disable All to quickly grant or remove every permission on the role.
- Every checkbox change saves immediately — there is no separate “Save” button on this page.
- To remove a role, open the “⋮” menu on its row in List view and choose Delete. You must tick the confirmation checkbox before the delete button becomes active.
Fields and options
| Field/Option | What it does | Example | Important Notes |
|---|---|---|---|
| Role Name | The role's display name. | QA Manager | Required; must be unique — duplicate names are rejected. |
| Description | A short note on what the role is for. | Temporary QA test role | Optional. |
| Module | Which module's pages this role can access. | ETA | A role can have multiple modules. |
| View / Create / Edit / Delete | The specific action allowed on a given page within the module. | View only | These map to the actions defined in Modules. |
| Expiry Date (Add User) | Automatically time-boxes a user's membership in the role. | 2026-09-17 | Defaults to one month out; adjust or clear as needed. |
What happens after saving?
Permission checkbox changes take effect immediately upon clicking — confirmed by re-opening the role after navigating away, and by refreshing the page. Whether an already-logged-in user with that role needs to log out and back in to pick up a permission change was not independently confirmed in this documentation's underlying audit; treat a fresh login as the safe assumption until your team confirms otherwise.
Example
To give a temporary intern read-only access to the Poll module for one month: create a role, add the Poll module, tick only View on each page, then add the intern as a user with an expiry date one month out.
Common problems
Problem: Creating a role fails with a generic error.
Why it happens: A role with that exact name already exists — duplicate role names are rejected by the server, but the error message doesn't currently say so directly.
How to fix: Choose a different, unique role name.
Problem: There's no rename option anywhere.
Why it happens: Renaming isn't currently supported in the UI — only View and Delete are available per role.
How to fix: Create a new role with the correct name, move members over, then delete the old (empty) role.
Problem: Total Roles/Users/Permissions briefly shows an old number after creating or deleting a role.
Why it happens: The summary cards take a moment to re-fetch after a change.
How to fix: Wait a second or refresh the page — the number will correct itself.
FAQs
- Can a permission be Edit without View?
- The UI allows independently ticking any combination, so yes, technically. In practice this usually doesn't make sense in the product's own navigation (you generally need View to reach a page you can Edit), so we recommend always keeping View on for any page you grant other actions on.
- Is there a “Select All” for permissions?
- Yes — use Enable All / Disable All on a role's Module Permissions panel.
- What's the difference between this page and Client Roles & Permissions?
- This page controls your internal team's access. See Client Roles & Permissions for your client portal's roles — they are entirely separate role lists.