Before You Start
You need access to the Admin area to manage roles.
Required permissions may include:
Access to Admin
Permission to view Roles
Permission to create and edit roles
Permission to assign permissions
Permission to assign staff to roles
Permission to archive roles
If you cannot see the Roles tab or the Create Role button, ask an administrator to check your role permissions.
Go to Admin > Roles
From the left navigation menu, click Admin.
At the top of the page, click Roles.
The Roles page is used to manage customizable roles and permissions for users within the system.
Review the Role Tabs
At the top of the role list, you can switch between:
All Roles
Active
Archived
Use these tabs to quickly view all roles, only active roles, or archived roles.
If there are no roles in a selected tab, the page will show an empty state message.
Search for a Role
Use the Filter field to search for a role by name.
This is useful when you have many roles and want to find one quickly.
Review the Role List
The role table shows key information for each role.
Columns shown include:
Name
Permissions
Users
Status
For each role, you can review:
The role name
A short description
The number of permission rules assigned
The number of users assigned
The current status, such as Active
Create a Role
To add a new role, click Create Role.
This opens the Create Role page.
You can complete the following sections:
Details
Add the role’s basic information:
Name
Description
Permissions
Choose what users in this role can access.
You can:
Use the Filter permissions field to search for a permission
Expand permission groups
Tick the permissions you want to assign
Permission groups shown include examples such as:
Admin - Users
Admin - Roles
Admin - Logs
Admin - Integrations
The page also shows how many permissions are currently assigned.
Assigned Staff
Choose which staff members should be assigned to the role.
You can:
Use the Search staff by name field
Tick the checkbox beside each staff member you want to assign
When ready, click Create Role.
Important note:
Permission changes take effect immediately once saved.
Edit a Role
To update an existing role, open the options menu on the right side of the role row and click Edit.
This opens the Edit Role page.
From here, you can update:
The role Name
The role Description
Assigned Permissions
Assigned Staff
When finished, click Save Changes.
The page shows:
Total permissions assigned
Selected permission counts within each permission group
Staff currently assigned to the role
Archive a Role
To archive a role, open the options menu beside the role and click Archive.
Archived roles appear under the Archived tab.
Use this when a role is no longer needed but you want to keep its record.
Important note:
Archived roles do not appear in the active role list.
If the Archived tab has no roles, an empty state message is shown.
Understanding Permissions
Permissions control what users in a role can see and do in the system.
Examples shown in the permissions list include:
View the users tab in the admin panel
Create invites for new users
Add or remove users from roles from the admin panel
Archive or un-archive users from the admin panel
Block or un-block users access to the system from the admin panel
Reset users passwords from the admin panel
Reset users multi-factor authentication from the admin panel
View the roles tab in the admin panel
Create and edit system roles in the admin panel
View the logs tab in the admin panel
Choose permissions carefully so users only have access to the tools they need.
Important Notes
Roles can be viewed in All Roles, Active, and Archived tabs.
Each role can include a custom set of permissions.
Each role can have staff assigned to it.
The system shows how many permissions and users are assigned to each role.
Permission changes take effect immediately once saved.
Archive a role when it is no longer needed.
Troubleshooting
If you cannot create or edit a role:
Confirm that you have permission to manage roles.
Check that the role Name has been entered.
Make sure at least the required details have been completed.
Refresh the page and try again.
If you cannot find a role:
Use the Filter search field
Check the All Roles, Active, and Archived tabs
If a staff member does not have the correct access:
Open the role and review the assigned permissions
Check that the staff member is assigned to the correct role
Save changes after updating the role