What it is
Where you define roles (sets of permissions) and assign them to users. Without this section (TRY/STD) every user shares the same permissions of the basic role; with it (PRO and above) you can create a different role for each job profile.
What it is for
- Create job profiles (for example "Sales rep", "Operator", "Manager") with different permissions.
- Decide, permission by permission, what each user can do in the system.
- Reuse a setup with Duplicate, or start from a template with Add default profile.
- Move roles between companies with Import / Export.
How to use it
- Click Add to create a new role, or open an existing one from the table.
- Type the Name of the role (mandatory, 45 characters maximum).
- Tick the permissions in each Permissions [type] list (General, Administrator, Configuration, Access, Quoting, Permise).
- Click Save. If it is a new role, you will be asked whether you want to give it every permission in the system.
- Assign the role to your users in Users.
Fields of a role
| Field | Type | What it does |
|---|---|---|
| Name | Text (mandatory, max. 45) | Identifies the role (for example "Sales rep", "Operator", "Administrator", "Read only"). |
| Permissions [type] | Card with tick boxes (app-form-select-check) | List of the permissions available, filtered by type. Tick the ones the role is allowed to carry out. |
| Set up the permissions for [type] | Description of the list | Help text on each permission card, according to its type. |
Permission types
Permissions are grouped into cards by type. Each card holds its own Permissions [type] list:
| Type (wording on screen) | What it does |
|---|---|
| General | Basic access and read functions. |
| Administrator | Management of the system (users, company, invoicing). |
| Configuration | Company parameters and setup. |
| Access | Security and entry to specific modules. |
| Quoting | The pricing module and commercial operations. |
| Permise | Management of the permissions themselves. |
Buttons and actions — what each one does
| Button / Control (wording on screen) | What it does |
|---|---|
| Add | The main button for creating a new role. It is disabled once you reach the role limit of your plan. |
| Role | Title of the dialogue where you create or edit a role. |
| Name | Mandatory input for the name of the role (45 characters maximum). |
| Permissions [type] | List of the permissions available, filtered by type. Tick or untick each permission of the role. |
| Add more permissions | Opens a selector for assigning extra permissions to the role. It only appears when you edit a role that has already been saved (one that already has an id), not when you create it. |
| Save | Saves the role and its permissions. If the role is new, it asks whether you want to give it every permission in the system in one go. |
| Cancel | Closes the dialogue without saving any changes. |
| Duplicate | Option in the table menu: creates a copy of the selected role with all its permissions. It asks you to confirm. |
| Delete | Option in the table menu: deletes the selected role once you confirm. |
| Import / Export | Opens the dialogue for importing or exporting roles. Only visible if you have the import or export permission. |
| Add default profile | Creates a new role from a predefined template of permissions (the recommended setup). |
Warnings and messages
| Message (wording on screen) | What it means |
|---|---|
| "You do not have an «Admin» role yet. Create one with that name: it is the profile that automatically receives every new permission added to the system." | A warning on the list when the mandatory Admin role is missing. Create a role called exactly "Admin" to clear it. |
| "The limit has been exceeded" | You cannot create any more roles: you have reached the role limit allowed by your plan. |
Key concepts
- Role: a user profile that groups a set of permissions together. It defines what a user can do in the system (for example Admin, Operator, Manager).
- Permissions: individual rights that control access to specific functions (for example create a quote, view reports, edit a customer). They are the tick boxes on the Permissions [type] cards.
- Admin role: a special and mandatory role that automatically receives every new permission added to the system. It is the profile with the widest capabilities. If it is missing, the warning appears on the list.
- Permission type: the category that sorts permissions into their cards: General (basic functions), Administrator (management of the system), Configuration (company setup), Access (security and login), Quoting (the pricing module) and Permise (management of permissions).
- Duplicate role (the Duplicate button): creates an exact copy of an existing role with all its permissions, so you can reuse it as a starting point.
- Default profile (the Add default profile button): a predefined role template with a standard set of permissions, ready for creating new roles with the recommended setup.
- Role limit: the maximum number of roles your plan lets you create (it varies with the subscription level TRY/STD/PRO/FLL). Once you reach it, the Add button is disabled and "The limit has been exceeded" appears.
Permissions
- Requires
rol_editand the PRO plan.
Frequently asked questions
Q: How do I create a new role?
A: Click Add, type the Name (mandatory, max. 45 characters), tick the permissions in each Permissions [type] list and click Save. If the role is new, you will be asked whether you want to give it every permission in the system at once.
Q: What is the "Duplicate" button for?
A: Duplicate (in the table menu) creates an exact copy of the role with all its permissions. It is handy for making variations: a "Junior sales rep" identical to "Sales rep", for instance, from which you then remove a permission or two. It asks you to confirm before copying.
Q: What is "Add default profile" for?
A: It creates a new role from a predefined template of permissions (the recommended setup). It is the quick way to get going without ticking permission by permission; you then adjust whatever you need.
Q: What is the "Admin" role and why am I getting a warning?
A: The Admin role is mandatory and automatically receives every new permission added to the system. If it does not exist, you will see the warning "You do not have an «Admin» role yet...". Create a role called exactly "Admin" so that the warning goes away and that profile always stays complete.
Q: What is the "Add more permissions" button for? I cannot see it.
A: It opens a selector for assigning extra permissions to a role. It only appears when you edit a role that has already been saved; it is not shown while you are creating a new one. Save the role first and open it again.
Q: The "Add" button is disabled and I get "The limit has been exceeded".
A: You have reached the role limit of your plan. Delete a role you do not use (the Delete button) or upgrade your plan (the limit varies with TRY/STD/PRO/FLL).
Q: What happens when I click "Save" on a new role?
A: It saves the role and its permissions. As it is new, it asks whether you want to give it every existing permission in the system. Answer "yes" for a full role (an Admin-type one) or "no" to keep only the ones you ticked.
Q: What is "Import / Export" for?
A: It opens the dialogue for importing or exporting roles (to take your role setup to another company, for example). It is only visible if you have the import or export permission.
Q: What do the types General, Administrator, Configuration, Access, Quoting and Permise mean?
A: They are the permission types that group the tick boxes: General (basic functions), Administrator (management of the system), Configuration (company setup), Access (security, login and entry to modules), Quoting (the pricing module) and Permise (management of permissions). Each type is a card with its own Permissions [type] list.
Q: It will not let me delete a role.
A: There is at least one user assigned to that role. Go to Users, change their role and come back here to click Delete.
Q: Can a user have several roles?
A: Yes. If they have several, their effective permissions are the union of all the roles assigned to them.
Q: I want an operator not to see prices. How do I do that?
A: Create an "Operator" role with Add, leave the cost and margin permissions unticked in the relevant list and save it. Assign it to the user in Users: they will see the work orders but without the cost column or the margin breakdown.
Q: I gave a user a role but the tabs and menus they need do not appear. It only works if I make them Admin.
A: For a user to see each tab you have to tick the Access type permissions (the access_… ones) of the modules they are meant to use, on top of the role. Without those Access permissions the module is not shown, even if they have other permissions. There is no need to make them Admin: add only the access permissions they need to the role. If you would rather start from something ready-made, use Add default profile (Supervisor/Operator/Sales rep) and adjust it.
Q: I only want one person to have global permissions (Admin) and everyone else to see the same interface but limited.
A: Keep a single user on the Admin role (full access). For everyone else, create roles with the Access permissions to the modules they share (task manager, work orders and so on) but without the administration or cost permissions. Only whoever has Admin will be able to get into Roles and permissions to set them up.
Q: I get a permission warning when I do something (for example "You must assign the operator or supervisor permission"). Which permission do I assign?
A: That warning means the user does not have enough permission for that action. Here, in Roles and permissions, check which role they have been given and tick the permission they need (the Access type ones enable entry to the module; the rest cover the actions inside it). If the message specifically asks for operator or supervisor, assign them the matching Operator or Supervisor role; if it does not exist, create it with Add or start from a template with Add default profile. Then assign the role to the user in Users. If you do not know which permission it is, contact the administrator of your organisation or open a ticket; the AI assistant does not change permissions on its own.
Q: What does each default profile do (Supervisor / Operator)?
A: Supervisor: can do everything within the task manager. Operator: cannot see the tasks assigned to other people, can assign tasks to themselves and cannot create a delivery note. They are starting templates that you can then adjust.