Please Note: Custom roles & role permissions can only be created or modified by users with Super User access.

When users are added to the system, a role type is chosen for them that sets their permissions and determines what they can and can’t do in the system.

There are 5 default roles in the system. These are listed below. You can click them to view their role overview articles outlining their system permissions:

The 5 default role types above cannot be removed or altered in any way.

If a role type is required that doesn’t quite match the permissions set in the default role types, you can create your own custom role types.

To load the Roles & Permissions area of the system, first click the Settings option in the main menu on the left hand side of the screen.

Next, click on Users and Locations, and then click on Roles & Permissions.

Our Advice: If your account does not have permission to modify roles, the Roles & Permissions option will not be shown in the menu.

In the Roles & Permissions area, you will see a list of the 5 default role types mentioned above. To view the set permissions for each role, click the role’s Actions button, and then click View Role.

This will bring up a Role Details panel that will show you what permissions are switched on or off for that role.

In the Role Details window, give your custom role a Title, and then turn on the permissions you want this role to have by clicking them. 

When you have finished switching on permissions, click the Save button.

Our Advice: Your new custom role type will now be available when adding new users to the system. See below:

To make changes to a custom role’s permissions, click on the role’s Actions button and click the Edit Role option.

This will bring up the Role Details window again, allowing you to switch permissions on/off as required. To confirm your amendments, click the Save button.

If a custom role is no longer needed, you can archive it. To do this, simply click the role’s Actions button and click the Archive Role option.

You can also unarchive a custom role. To do this, first click on the Show Archived switch to turn it on. This will refresh the table and populate it with archived roles. To unarchive a role, click its Actions button and click on the Unarchive Role option.

You can also archive a selection of custom roles in one operation instead of doing them one-by-one. To do this, first select the custom roles to be archived by clicking each role’s tick box on the left side of its Actions button. Lastly, click the Tools button and click the Archive Selected option. All selected roles will now be archived.

Our Advice: You can also Unarchive multiple custom roles in the same way by first clicking the Show Archived switch to display archived roles, and then select the roles to be unarchived, followed by clicking the Tools button and then clicking the Unarchive Selected option.