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Create Custom Roles

When default roles don't fit, create custom roles with exactly the permissions you need.

When to Create Custom Roles​

  • Unique job functions
  • Specific security requirements
  • Departmental restrictions
  • Temporary or project-based access

Steps​

1. Go to Settings​

Navigate to Settings → Roles or Permissions.

2. Click Add Role​

Click Add Role or Create New Role.

3. Name the Role​

Give it a clear, descriptive name:

  • "Sales Rep"
  • "Inventory Manager"
  • "Read-Only Auditor"

4. Set Permissions​

For each area, choose permissions:

Customers

  • View customers
  • Create customers
  • Edit customers
  • Delete customers

Invoicing

  • View invoices
  • Create invoices
  • Edit invoices
  • Send invoices
  • Void invoices

And so on for other areas...

5. Save​

Click Save to create the role.

Applying Custom Roles​

  1. Go to Team
  2. Edit an employee
  3. Select your custom role
  4. Save

Copying Existing Roles​

Start from an existing role:

  1. Find a similar role
  2. Click Duplicate or Copy
  3. Rename it
  4. Adjust permissions
  5. Save

Editing Custom Roles​

  1. Go to Settings → Roles
  2. Click the role to edit
  3. Modify permissions
  4. Save
caution

Changes affect all users with that role immediately.

Deleting Custom Roles​

You can only delete roles with no assigned users:

  1. Reassign users to other roles first
  2. Then delete the empty role

Examples​

Sales Representative​

  • View all customers ✓
  • Create customers ✓
  • Create invoices ✓
  • View payments ✓
  • No access to expenses or settings

Warehouse Staff​

  • View customers (basic) ✓
  • View invoices ✓
  • No financial access
  • No settings access

External Accountant​

  • View all financial data ✓
  • Export reports ✓
  • Read-only everywhere
  • No create/edit access

Tips​

  • Name roles clearly
  • Document what each role should do
  • Review custom roles annually
  • Avoid over-complicating permissions