Features by Screen: Admin:  Manage Team and Permissions 

Creating Roles and Setting Permissions for Each Role

[Note: Office Autopilot only]

You can watch a video that will walk you through this process step-by-step or read all about it here. For those  of our clients with multi-seat accounts, you have the ability to create your team by creating various roles that each of your users, or seat holders play in your company, then set the permissions for each of the roles, and finally, add users to the roles.

A new account starts with just one role – Administrator – who has permission to do everything in the system.

You then add, say, Manager, Sales Rep, Customer Service, and so on as ‘roles’. As you do it, you’ll also be setting up who reports to whom.

Step 1: Adding Roles

You'll do this on the left side of the screen.

1. Name the new role.
2. Tell us who this role reports to.
3. Click ‘add team role.’
4. Continue adding roles until you have built the whole structure of your company.

Note that you don’t have to make a role for each employee. You want to make roles for each ‘category’ of employee. For example, if you have a sales manager and five sales reps, you’d make just two roles for those people. Then you’d add all the sales reps under the same role when you create those users in the Manage Users section. Of course you can remove roles and change who roles report to (Move Role).

Once you’ve got it all set up, move to the right side of the screen and set up the permissions for each role.

Step 2: Set Permissions

You'll do this on the right side of the screen.

1. Choose a role in the upper right, where it says ‘Editing: X.’
2. Set each permission, and click 'save'. Note that you can’t change permissions of the Admin – they’ll always be ‘yes’ to everything.  As you move down the line here, you’ll have the opportunity to turn off entire tabs, or just certain features within a tab. If you, say for instance, turn off the 'Task Manager' for a certain role, the entire tasks tab will be unavailable to users assigned to that role. The same is true for each tab/section as you go down the list. Under each section, there are individual permissions that are pretty self explanatory. 
3. Remember to click ‘Save Permissions’ when you’re finished.

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