Create a role and choose its permissions
Create a role, then choose exactly what it can see and do in each module.
Updated 28 October 2026 · 3 min read
A new role starts with no permissions. You name it, then choose what it can do in each module.
For example, a company wants its support staff to read customer records but not change them. The admin creates a "Support" role, and selects only the view permissions for contacts, accounts and subscriptions. Support staff can now look up any customer, but can't edit or delete anything.
Before you start
- Permission: Create Roles to create a role. Edit Roles to set its permissions. If you don't have them, ask your admin.
- Plan: Every plan. See Plans and limits.
- Set up first: Nothing.
Create the role
- Go to Settings → Users & Teams → Roles.
- Select Create Role. The Create Role window opens.
- Fill in the fields. Both must be filled in.
- Select Create. It's greyed out until you type something.
| Field | What to enter |
|---|---|
| Role * | The role's name, up to 30 characters, such as "Support" |
| Description * | What people with this role do, up to 255 characters |
Choose its permissions
- Select ⋮ on the role, then View Permissions.
- Select what the role can do. Permissions are in boxes, one for each module, such as Leads or Users. Each permission has a short description. To find a module, type its name in Search modules....
- Select Save. It's greyed out until you change something. Cancel goes back without saving.
On a built-in role, the checkboxes are greyed out and a banner says its permissions are fixed.
Some permissions turn on others when you save. For example, any quotes permission also turns on View Quote Settings, and Permanently Delete from Trash turns on View Trash.
Some settings permissions have new names. Roles keep what they had:
| Was | Now |
|---|---|
| View Configurations | View Dropdown Lists |
| View Module Customization, Manage Module Customization | View Modules, Edit Modules |
| View Data Share Policies, Edit Data Share Policies | View Sharing Rules, Edit Sharing Rules |
| Data Import Templates | Import Templates |
| Data Management | Views and Tags |
| Lead Score Configuration | Lead Scoring |
| Activity Settings | Activity Purposes and Outcomes |
Give the fewest permissions people need. You can add more later.
The new permissions apply straight away. People with the role who are signed in see Permissions Updated, and must log out and back in to see every change.
Troubleshooting
| Message | Why | What to do |
|---|---|---|
| "Role already exist" | Another role has that name, maybe a deleted one | Pick another name |
| "Role name can't be longer than 30 characters." | The name is too long | Shorten it |
| "Role is required" or "Description is required" | A field is empty | Fill it in |
| "No modules found." | No module's name matches your search. The search looks at module names, not permissions | Search for the module, such as Leads |
Related
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