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Roles

Define custom roles with specific permissions to match your organization's structure and workflow.

Built-in Roles​

Expedify comes with four standard roles:

Owner​

  • Full Access: Complete control of organization
  • Billing: Manage subscription and payments
  • Users: Add/remove any user including admins
  • Settings: Configure all organization settings
  • Cannot be removed: Every org needs at least one owner

Admin​

  • Manage Users: Add/remove members and viewers
  • Access Data: View and edit all CRM data
  • Workflows: Create and manage all workflows
  • Settings: Access most settings (not billing)
  • Analytics: Full access to reports and dashboards

Member​

  • CRM Access: Create and edit assigned items
  • Workflows: Execute existing workflows
  • Limited Settings: Personal settings only
  • Collaboration: Comment, share, and collaborate
  • Default Role: Standard role for team members

Viewer​

  • Read-Only: View data without editing
  • Dashboards: Access reports and analytics
  • No Workflows: Cannot execute workflows
  • No Creation: Cannot create items
  • Guest Access: Ideal for stakeholders

Custom Roles​

Create roles tailored to your organization:

Creating a Custom Role​

  1. Go to Settings → Roles
  2. Click Create Custom Role
  3. Enter role details:
    • Role Name: e.g., "Sales Manager"
    • Description: What this role is for
    • Base Role: Start from existing role
  4. Configure permissions (see below)
  5. Click Create Role

Permission Categories​

CRM Permissions

  • Contacts: View, Create, Edit, Delete, Export, Import
  • Companies: View, Create, Edit, Delete, Export, Import
  • Deals: View, Create, Edit, Delete, Export, Import
  • Tasks: View, Create, Edit, Delete, Export, Import

Channel Permissions

  • Campaigns: View, Create, Edit, Send, Delete
  • Templates: View, Create, Edit, Delete
  • Segments: View, Create, Edit, Delete
  • Inbox: View, Reply, Assign

Automation Permissions

  • Workflows: View, Create, Edit, Delete, Execute
  • Executions: View, Cancel, Retry
  • AI Evaluation: View, Create, Edit
  • Knowledge Base: View, Create, Edit, Delete

Team Permissions

  • View Team: See team member list
  • Invite Users: Send invitations
  • Manage Members: Edit member details
  • Assign Tasks: Assign to team members
  • View Activity: Team activity logs

Settings Permissions

  • Organization: View, Edit business info
  • Integrations: View, Connect, Configure
  • API Keys: View, Create, Delete
  • Webhooks: View, Create, Edit, Delete
  • Billing: View, Manage subscription

Analytics Permissions

  • Dashboards: View, Create, Edit, Delete
  • Queries: View, Create, Edit, Execute
  • Charts: View, Create, Edit, Delete
  • Export Reports: Download analytics data

Data Visibility​

Control what data users with this role can access:

All Organization Data

  • See everything in the organization
  • Good for managers and admins

Team Data Only

  • See data for assigned team
  • Requires team structure setup
  • Good for department heads

Owned Data Only

  • See only items assigned to them
  • Most restrictive option
  • Good for individual contributors

Custom Rules

  • Define complex visibility rules
  • Based on filters and conditions
  • Advanced configuration

Example Custom Roles​

Sales Manager​

Base Role: Admin CRM: Full access Campaigns: View only Workflows: View, Execute Team: Manage sales team members Visibility: Sales team data

Marketing Coordinator​

Base Role: Member CRM: View, Create contacts Campaigns: Full access (create, edit, send) Workflows: Execute only Team: View team Visibility: All data (read-only for CRM)

Customer Support Rep​

Base Role: Member CRM: View, Edit contacts and tasks Campaigns: View only Workflows: Execute support workflows Team: View team Visibility: Assigned contacts only

Finance Analyst​

Base Role: Viewer CRM: View deals and payments Campaigns: View campaign spend Workflows: View only Team: View team Analytics: Full access Visibility: All data (read-only)

Regional Manager​

Base Role: Admin CRM: Full access Campaigns: View, Create, Send Workflows: Full access Team: Manage regional team Visibility: Region-specific data (custom rule)

Managing Roles​

Assign Role to User​

  1. Go to Settings → Users & Teams
  2. Find the user
  3. Click Edit
  4. Select role from dropdown
  5. Click Save

Edit Custom Role​

  1. Go to Settings → Roles
  2. Find the custom role
  3. Click Edit
  4. Update permissions as needed
  5. Click Save Changes
  6. All users with this role are updated automatically

Delete Custom Role​

  1. Go to Settings → Roles
  2. Find the custom role
  3. Click Delete
  4. Choose what to do with users:
    • Reassign to another role
    • Convert to Member role
  5. Confirm deletion

Note: Built-in roles (Owner, Admin, Member, Viewer) cannot be deleted.

Role Hierarchy​

Understand permission precedence:

Owner (Highest)
  ↓
Admin
  ↓
Custom Roles (varies)
  ↓
Member
  ↓
Viewer (Lowest)

Rules:

  • Higher roles can manage lower roles
  • Owners can manage everyone
  • Admins cannot manage other admins or owners
  • Custom roles cannot elevate above their base role

Best Practices​

  1. Start Simple: Use built-in roles first
  2. Create as Needed: Only add custom roles when required
  3. Document Roles: Maintain list of who has which role
  4. Regular Reviews: Audit roles quarterly
  5. Test Thoroughly: Verify permissions work as expected
  6. Least Privilege: Give minimum permissions needed

Use Cases​

Growing Startup (5-10 people)​

  • Use built-in roles only
  • Owner for founder
  • Admin for co-founders
  • Member for everyone else

SMB (20-50 people)​

  • Add 2-3 custom roles
  • Sales Manager (manages sales team)
  • Marketing Lead (full campaign access)
  • Support Lead (manages support team)

Enterprise (100+ people)​

  • Multiple custom roles per department
  • Regional managers (territory-based access)
  • Department heads (department-specific permissions)
  • Specialists (function-specific access)

Security Considerations​

  1. Role Explosion: Don't create too many roles (max 10-15)
  2. Permission Drift: Regularly audit role permissions
  3. Over-Privileged Users: Monitor users with elevated access
  4. Role Documentation: Keep record of role purposes
  5. Change Management: Track role permission changes

Troubleshooting​

User can't perform action?

  • Check their assigned role
  • Verify role has required permission
  • Check data visibility settings
  • Review any custom restrictions

Too many permission requests?

  • May need new custom role
  • Review existing role definitions
  • Consider adjusting base roles

Roles getting complicated?

  • Simplify role structure
  • Consolidate similar roles
  • Use data visibility instead of role proliferation

Support​

Need help creating custom roles? Contact us through Settings → Support.

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