Create a custom role with its own permissions

The four built-in roles cover most agencies. A custom role is for the jobs that fall between them: a marketing coordinator who looks after listings and campaigns but has no business in deals, for example, or an assistant whose only task is keeping listings up to date.

Walkthrough video to followAbout a minute on Settings → Roles, adding a custom role, granting its module permissions, setting its visibility and giving it to a user.

Before you begin

• You need to be a Super Admin. No other role can open Settings → Roles.
• Work out, for each module, whether the role should open it at all, and whether it may change or delete what it finds there.

Make the role

1. Go to Settings → Roles.
2. Click + Add custom role, beside the role tabs.
3. Enter a Name of Role, plus a Description if it helps your team.
4. Click Confirm. The role appears as a tab of its own.

A new role begins with every permission switched off, so grant only what the job calls for. Pick a name your team will recognise at a glance.

Choose what it can do

1. Keep the new role’s tab open.
2. Work down the modules, clicking each View, Edit or Delete circle you want to grant. Green grants the right; grey withholds it.
3. Click Save Permission.

Screenshot to followThe permission editor for a new custom role, with a View, Edit and Delete circle on every module row and the Save Permission button.

Reset to Default puts the role back the way it began.

Choose what it can see

1. Further down the role’s tab, find Data Visibility.
2. For Contacts & Deals, decide how far the role can see: All Users, Own + Team or Own Only.
3. Click Save Visibility to keep it.

The Listing & Properties line is fixed at Always shared with all users. That rule is agency-wide and can’t be set per role.

Assign the role to people

1. In Settings → Users & Teams, locate the person by searching or with the Filter by Role list.
2. Open the ⋯ menu on their row and choose Change Role.
3. Pick the role you just made and save.

Adding someone new? The Role list in Add User shows custom roles next to the four built-in ones.

Check the result

• The role’s tab gives a count of its users.
• On Users & Teams, the person’s row now carries the role’s badge and its visibility setting.
• The tab stays under Settings → Roles, so you can return and adjust it as the job changes.