User roles and permissions control what each user can access and manage within a Sub-Account. You can assign Admin or User roles, configure module and granular permissions, restrict supported record visibility with Only Assigned Data, and copy permission settings between users.

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What Are User Roles and Permissions?

User roles and permissions determine which features, data, and actions a user can access within a Sub-Account.

Each user has one of two roles:

  • Admin: Provides administrative access within the Sub-Account, subject to supported configurable permissions.

  • User: Provides access according to the permissions configured for that user.

Access can be further customized with module permissions, granular permissions, and Only Assigned Data.

Set Up User Roles and Permissions

Step 1: Open Users

From the Sub-Account, go to Settings → Users.



Step 2: Open or Add a User

Open an existing user to edit their access, or use + Add User to create a new user.


Step 3: Assign the User's Role

Open Roles & Permissions, then select the appropriate role:

  • Admin: Administrative access within the Sub-Account, subject to supported configurable permissions.

  • User: Access is controlled by the permissions configured for that user.



Step 4: Configure Module and Granular Permissions

Use the available permission controls to enable or restrict access to supported modules and actions.

For Forms, Surveys, Quizzes, and QR Codes, use the module control and the available View & manage permission.

Affiliate Manager Payout Permission

Under Marketing, the Pay Affiliate Manager Payout permission controls whether an eligible admin can process affiliate payouts.

  • Sub-Account Admins: The permission is enabled by default and can be enabled or disabled.

  • Sub-Account Users: Users cannot process affiliate payouts.

When the permission is disabled, supported payout actions such as Pay or Pay Payout are not shown in Affiliate Manager.



Step 5: Configure Only Assigned Data

Enable Only Assigned Data when a user's supported record visibility should be limited to data assigned to them.


Step 6: Save Your Changes

Click Save to apply the user's role and permission settings.

Restrict Visibility with Only Assigned Data

Only Assigned Data limits a user's visibility to supported records associated with that user. Use it when users should focus on their own assigned work instead of viewing data belonging to other users.

Depending on the supported module, assigned data can include:

  • Contacts assigned to the user

  • Opportunities owned by the user

  • Appointments or tasks associated with the user

For example, a sales user can be restricted to their assigned contacts and opportunities instead of viewing another user's pipeline data.


Copy Permissions Between Users

Copy Permissions lets you reuse an existing user's granular permission configuration instead of setting each permission manually.

  1. Go to Settings → Users.

  2. Open the applicable user, or use the available add-user control to create a user.

  3. Select Roles & Permissions.

  4. Click Copy Permissions.

  5. Select the source user from the Copy Permissions dropdown.

  6. Click Copy to apply the permission configuration.

Review the destination user's responsibilities before saving to confirm that the copied permissions are appropriate.

Module-Specific Granular Permissions

Granular permissions provide more precise control over supported actions within individual modules. Available permissions depend on the user's role and the features available in the Sub-Account.

Supported permission areas can include:

  • AI Agents — including supported Managed Agents, Voice, and Chat functionality
  • AI Studio
  • Account Settings
  • Account Tools
  • Automation — including Workflows
  • Blogs
  • Calendars
  • Certificates
  • Communities
  • Contacts
  • Conversations
  • Dashboard
  • Forms
  • Funnels
  • GoKollab
  • Integrations
  • Marketing
  • Media
  • Memberships
  • Opportunities
  • Payments
  • QR Codes
  • Quizzes
  • Reputation
  • Surveys
  • User Management
  • WordPress

Frequently Asked Questions

Q: What happens if I disable a module for a user but it is used in a workflow?

The user will not be able to access the disabled module, but existing workflows can continue to run. Make sure an authorized user retains the access required to manage those automations.

Q: Can I assign different permissions for calendars?

Yes. Calendar permissions support granular controls that can limit supported calendar access and management capabilities.

Q: Can I bulk assign permissions across multiple users?

No. Use Copy Permissions to copy a permission configuration from one user to another.

Q: What is the difference between Admin and User?

Admin provides broader administrative access within the Sub-Account, while User access is controlled by the permissions configured for that user.

Q: Does Only Assigned Data replace module permissions?

No. Module permissions control whether a user can access a feature. Only Assigned Data limits visibility to supported records associated with that user.

Need Help?

If a user cannot access a feature or is seeing more data than expected, review the following:

  • Confirm the correct Role is assigned.

  • Verify the required module is enabled.

  • Review available granular permissions for the affected module.

  • Check whether Only Assigned Data is enabled.

  • Confirm copied permissions are appropriate for the user's responsibilities.

  • Save any permission changes before testing access again.

If the issue continues, capture the user's role, affected module, expected access, actual access, and relevant screenshots before contacting support.