Team Settings: custom roles
Last updated: July 27, 2026
Roles (Settings → Team → Roles) are saved permission configurations you can assign to team members. The built-in Admin role ("Access Everything") grants full access and cannot be modified. + New Role takes a Role name plus permissions, using the same groups and scopes as per-user permissions (All/Assigned/Yes/No, across Direct Sales and School permissions). Assign a role at creation or via the pencil icon, then override individual permissions per person if needed. Managing roles requires permission to manage team settings.
Roles are saved permission configurations you can assign to team members, so you don't have to set every permission individually for each person.
How to access
Settings → Team, then scroll down to the Roles list.
Before you start
- You need permission to manage team settings.
- Every account has a built-in Admin role. It grants full access and cannot be changed.
Built-in Admin role
Every account has an Admin role ("Access Everything"). It grants full access and cannot be modified. Assign it carefully.
Create a role
- In the Roles list, click + New Role.
- Enter a Role name.
- Set the permissions for the role (see below).
- Click Save.
Setting permissions
The role editor uses the same permission options as an individual team member. Permissions are grouped by area — agency-side under Direct Sales (Students, Bookings, Proposals, Invoices, Sales, Schools, Reporting, Payments, Settings, Agency Connections, Inventory, inviting users) and school-side under School permissions (Agency Portal, Enrollments, School Connections, Inventory, Offerings, School Insights).
Each permission is set with a scope:
- All — all records in that area.
- Assigned — only records assigned to the member.
- Yes — allowed (for permissions that aren't record-based).
- No — not allowed.
Assign a role
- Assign it when you add a new team member.
- Reassign anytime: hover over the team member, click the pencil icon, and change the Role.
After you assign a role, you can still override individual permissions for that one person on their Edit Team Member screen.
Edit or delete a custom role
Hover over the role in the Roles list and use the pencil icon to edit it or the bin icon to delete it. The Admin role cannot be changed.
Why roles help
Different team members need different access — for example, counselors with full student access but no admin settings, finance staff with payments and reports, or junior staff with limited create and edit. A role captures one of these patterns once, so you can apply it to many users instead of configuring each person by hand.
Use roles for common access patterns, and per-person overrides for the exceptions.