Roles & Permissions
Your Book Stays Yours. Managers See the Whole Branch.CRM roles and permissions that control who sees which records, and what they can do.
Draw your team as a role tree to decide whose records each person can see. Give each role a permission profile to decide what they can do: create, read, update, delete, export or import. The rep two desks over can’t open your book, and one client’s team never sees the next.
- A role tree you draw
- Permissions per record type
- Field access by section
How it works
- Draw your role treeWho reports to whom
- Attach a profileWhat each role may do, per record type
- Set visibilityOwn records, the branch below, or everything
- Add sharing rulesOpen one role’s records to another
Everyone Sees Their Work. Nobody Sees More.
Own means the records assigned to you now, so when a lead is handed on, it goes with the hand-off.
Subordinate visibility shows a manager the records of everyone beneath them in the tree.
Several roles can share one profile, so three regional managers get identical rights over different teams.
Give each client its own branch of the tree, so one client’s team never sees the next.
Access Set Up in Three Steps.
Draw Your Role Tree
Start from the one role provided and add positions beneath it, the way your team reports.
Build Permission Profiles
Set create, read, update, delete, export and import for each record type, then attach a profile to each role.
Add Sharing Rules
Where two branches work together, open one role’s records to another for read, write or delete.
Three Ways to Set Who Sees Which Records.
Set per role. Own always means assigned to you, not created by you.
The records assigned to you right now, not the ones you happened to create.
Your own records plus those of everyone beneath you in the tree.
Every record of that type in the workspace.
What Are CRM Roles and Permissions, and How Do They Fit Together?
CRM roles and permissions decide who can see which records and what they can do with them. Adoptiv keeps the two apart: where you sit in the role hierarchy decides whose records you can reach, and your permission profile decides what you may do. So the rep two desks over can’t open your book, whatever they can do with their own.
The role tree is yours to draw; a new workspace starts with one role. Each role uses a permission profile, and several roles can share one, which is how three regional managers get the same powers over different books. Profiles set create, read, update, delete, export and import for leads, deals, products, vendors, tasks, commission rules and goals, plus sixteen workspace switches.
Record-level access is own, subordinate or everything. Own means assigned to you now, not created by you, so who can see leads follows the hand-off. Sharing rules open one role’s records to one other role for reading, writing or deleting, and they don’t cascade down either branch.
Each role also has an assignment rule: hand work to yourself alone, your peers and everyone beneath, those beneath only, or anybody, widened to named roles or a team. Field access comes from field groups, and this role-based access control decides what bulk actions and saved views can reach.
Role-Based Access Control, Shaped Like Your Team.
A tree of positions you draw, starting from one role.
Reusable templates of what a role may do, shared by as many roles as you like.
Leads, deals, products, vendors, tasks, commission rules and goals, each judged on its own.
Create, read, update, delete, export and import, each set separately.
Record-level access, where own means assigned to you now.
Open one role’s records to another for read, write or delete, with no cascade.
Decide who each role may hand work to, from only themselves to anybody.
For Teams with More Than One Book of Business.
Roles and Permissions vs Everyone Sees Everything.
| What | Open access for everyone | With Adoptiv |
|---|---|---|
| Whose records a rep sees | Open access for everyone: Everyone’s | With Adoptiv: Their own, their branch, or all: you choose |
| What they can do | Open access for everyone: Anything | With Adoptiv: Create, read, update, delete, export and import, per record type |
| Exporting the list | Open access for everyone: Anyone can download it | With Adoptiv: Only profiles with export allowed |
| A lead handed on | Open access for everyone: Still visible to the last rep | With Adoptiv: Follows the new owner |
| Two teams that work together | Open access for everyone: All or nothing | With Adoptiv: A sharing rule between two roles, with no cascade |
Roles & Permissions Questions, Answered.
What are CRM roles and permissions?
Roles decide whose records each person can see, based on where they sit in your tree. Permissions decide what they can do with those records, such as edit, delete or export.
What is the difference between a role and a profile?
A role is a position in your tree. A profile is the permission template it uses, and several roles can share one profile.
Can a manager see their team’s leads?
Yes. Set their visibility to subordinate and they see the records of everyone beneath them in the tree.
What does own records mean?
The records assigned to you right now, not the ones you created. When a lead is handed on, it leaves your view and appears in the new owner’s.
Can I stop reps exporting data?
Yes. Export and import are permissions on the profile, set separately for each record type.
How do I set CRM user permissions?
Build a permission profile with the actions allowed for each record type, then attach it to a role in your tree. Everyone in that role gets those permissions.
Do sharing rules pass down to a manager’s team?
No. A sharing rule opens one role’s records to one other role, and it doesn’t flow down from either side, so a grant to a manager isn’t a grant to their branch.
Can I control who a rep can assign leads to?
Yes. Each role has an assignment rule: themselves only, their peers and everyone beneath, those beneath only, or anybody. You can widen it to named roles or a team.
Can I hide individual fields?
Yes, by section. Put custom fields in a field group and set view and edit on it for each profile.
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