Access is the combination of two things: your plan (which features the account has) and your role (what you’re allowed to do with them). You see a feature only if your plan includes it and your role grants it.
How access works
Each department (Accounting, CRM, Marketing, Helpdesk, Communications, and so on) is broken into resources. For every resource, a role grants one or more capability levels:
When a role doesn’t grant View on a department, that department is hidden from the sidebar entirely — it isn’t an upsell, the person simply doesn’t work in that area. (A feature your plan doesn’t include yet shows as a locked “Upgrade” item instead.)
Default roles
Every account starts with nine built-in roles. You can assign them as-is or clone one as the starting point for a custom role.
A dash means the department is hidden for that role.
Owner and Admin always have full access to everything the account’s plan includes — you can’t lock an owner out of their own account.
Custom roles
Admins can build roles with exactly the access a person needs — for example a “Bookkeeper” who manages Accounting and reads CRM but never sees Marketing.1
Open Settings > Roles
From Team Members, click Manage Roles, or go to Settings > Roles.
2
Create or clone a role
Click New role, or Clone a default role to start from its access and adjust.
3
Set access in the matrix
For each department and resource, check the capabilities to grant (View / Create / Edit / Delete / Manage). Use the None / View / Full shortcuts to set a whole department at once.
4
Save and assign
Save the role, then assign it to people from Team Members.
Owner and Admin
- Owner — full control, including billing and transferring ownership. There must always be at least one owner.
- Admin — full control except transferring ownership of the account.
What’s Next?
Team Members
Invite people and assign their roles
Build a custom role
Step-by-step guide to the role matrix