How to Create a Custom Role

Make a role for your own team, start from the permissions of an existing role and switch on only the access you choose.

Roles decide what each person in your workspace can do. When none of the roles you start with fits, you can create your own, such as a Team Lead or a Junior Sales role. This guide walks through creating the role, setting its permissions and removing it again.

1. 1

   Open Roles in Settings

   Open Settings and choose Roles. The page is titled Roles & Permissions. It shows how many roles you have and tells you to click a role to edit its permissions. It has two tabs, Roles List and Permission Matrix.
2. 2

   Choose Create Role

   Choose ＋ Create Role at the top right. The Create Custom Role window opens.
3. 3

   Name the role

   Type the Role Name. It is required, and the hint shows the kind of name to use, such as Team Lead or Junior Sales. If you leave it empty, the window says that the role name is required.
4. 4

   Describe the role

   The Description box reads What does this role do? Use it to tell your colleagues what the role is for.
5. 5

   Pick a color

   Choose a Color for the role from the choices shown.
6. 6

   Choose what to clone

   Under Clone permissions from, choose the existing role whose permissions you want to start from. The list offers your built-in roles. It starts on the role with the fewest permissions. The last choice, Start empty, gives the new role no permissions until you grant them.
7. 7

   Create the role

   Choose Create Role. The button reads Creating while it saves. The new role then appears in the list.
8. 8

   Select the role

   In the Roles List, every role shows its name, a tag that reads Default or Custom, and its description. A role with nothing switched on says 0 permissions, no access. Choose your role to open its permission editor.
9. 9

   Switch permissions on or off

   The editor says Custom role at the top. Permissions are grouped by category, and each category shows how many are granted, for example 3/8 granted. Open a category to see its tick boxes, each with a label and a description. Tick or untick them one by one, or choose +All or -All to change the whole category at once. Tick Show codes if you want to see the code behind each permission.
10. 10

    Save the changes

    When something has changed, Save changes and Discard appear. Choose Save changes to keep your edits, or Discard to drop them. If a save fails, the page says Save failed and keeps your pending changes, so you can try again.
11. 11

    Delete a custom role

    Choose Delete on a custom role. The Delete Custom Role window names the people who have the role and tells you they will be moved to Readonly. Confirm to delete it.

A few things worth knowing

A role that starts empty gives its people no access. The editor says so, and any person on it can do nothing until you grant at least one permission. Choose what to clone with that in mind, and check the role's list entry after you create it.

The admin role always has all permissions, and the editor says that revokes are not applied to it. The admin and readonly roles cannot be deleted. Only a custom role can be removed, and the people on it move to Readonly when it goes.

What you can open on this page depends on your own role. To bring someone into your workspace, the guide on inviting a teammate shows how, and the guide on creating a team shows how to group people the way your business works.