When creating a small number of Users, Custom Permissions work very well. However there is a second option called Roles. Roles are pre-set ‘bundles’ of permissions that can be rapidly applied to multiple Users. These typically come into play when there are a lot of Users to input as they are faster to apply than Custom Permissions. However the Roles have to be created in the first place, which is why it is not considered a time saver when only adding a few Users.
New Roles are created under the Account tab, in the Roles section. Roles are not pre-created and will need to be input as part of the software set up. An unlimited number of Roles can be created. Use the black plus button to build a Role.
Each Role needs a unique name, in order to tell them apart. This goes in the Role Label field.
Next, Permissions will need to be set using the toggle buttons. Each line item represents a particular software feature. Use the toggle buttons to set access.
The Gear icon to the left of a toggle allows access to further settings within that particular software feature. Reports is an excellent example.
Within Reports the decision must now be made over which reports should be permitted and which ones should be off-limits. All additional settings within a feature will be pre-selected to permit access. The decision must be made over which settings to remove. After making these choices, click ‘back’ at the bottom of the page to return to the feature list to save.
All existing Roles can be edited or deleted at any time. Find the Role on the list and hover the mouse over it to see a 3-dot button.
After Roles are created, they must be applied to the correct User. To create a New User, click on Users and then the plus button.
Click on the Roles field and select the desired Roles from the drop down menu.
To change the Roles for an existing User, use the Edit option through the 3-dot button. The drawer will reappear, allowing access to the Role field. Make the changes here and be sure to save the settings.