Managing Roles and Permissions
In Agiled, you have complete control over what your teammates and clients can see in their portal.
There are two steps involved when you are managing roles and permissions in Agiled.
- Portal Settings
- Role & Permissions
Using Portal Settings, you can manage what you want your teammates and clients to see in the their respective portals. You can even change the Admin side menu by turning the modules on or off if you don’t want to use them.
Using powerful roles and permissions settings, you can control all the actions your employees/teammates can take inside the modules you have Turned ON for them.
Portal Settings
You can manage portal settings of Admin, Teammates, and Clients by going to Portal Settings as you can see in the picture below.
Lets say you don't want to manage tickets at this time. You can turn tickets off from the Admin Portal Settings as shown in the picture below.
After you turn this switch off, your settings will be automatically updated. If you refresh the page now, Tickets module will disappear from the CRM navigation as shown in the picture below.
You can turn any module on and off here.
Client Portal Settings
In Agiled, you may decide what you want your customers too see in the client portal. You can manage these settings by going to Settings - Portal Settings .
By default all the settings are turned on for the Client and the Client Portal looks like this.
Let's say you don't want your clients to see Proposal, and Events, you can turn this off from the Client portal settings as shown in the picture below.
You have complete control over the Portal settings and you can turn these modules on and off at any time.
Teammate Portal
You can manage Teammate/ Employee Portal from the Settings - Portal Settings .
Team portal settings will apply to the Employee role and all the new Custom Roles you create. So, if you turn off a module in the Teammate portal settings, it will not be available in the Teammate and Custom Role Portals.
Important: Teammate Portal Settings have precedence over Roles & Permissions. So if a module is OFF in portal settings, teammate cannot access/see it even if they have all the permissions as per their roles.
Here are the settings for the Teammate Portal.
Let's say you want to turn off Attendance, Payment, and Tasks module for the Teammate portal. You can do so in the Teammate portal settings.
Attendance, Payment, and Tasks Modules will be turned off for the Teammate portal.
Roles and Permissions
In this section, you have a default role called "Employee". You can also create multiple custom roles. Each role has its own set of permissions that you can easily manage.
The permissions for team members are inherited from the Teammate Portal Settings. It means that if you turn off a module the team mate portal settings, it will be turned off for all the roles regardless of their permissions for that module.
Here is a picture that can help you understand this hierarchy.
There are two kind of modules/features in Agiled
Modules where a record can be assigned to a teammate at individual AND modules where there is no individual assignment.
Like you can assign a Contact, Account, Deal to a sales agent, a ticket to a support agent. Docs can have teammate as Recipient. Similarly a task can be assigned to a teammate. A teammate can be a member of project etc.
Other case is Automations or Workflows. Where is no individual assignment or access.
In the first case, if Module is ON in Portal Settings but the View Permission is OFF, teammates will see the module link in their left navigation and will be able to access records assigned to them only or they are member of in anyway. and if View Permission is ON, they will be able to access all the records.
For Example, Contact Module is in ON in teammate portal settings but View Permission is OFF for the contacts in the roles teammate has, then that teammate will be able to access records only assigned to him/her or he/she is part/member of in anyway.
But if Contact module is ON and View Permission for contacts is also ON in role's permissions, then teammate will be able to access All Records
Now in the second case where there is no individual assignment, If Module is ON in teammate portal settings but View permissions is OFF in role's permission, teammate cannot access that module or see it in the left navigation. Module has to be ON in teammate portal settings plus teammate's role should have View Permission ON to access that module or records.
For example, Workflows module has to be ON in teammate portal as well as teammate's roles need to have View Permission ON for Workflows in order to access/see workflows in their portal.
How to have different Portal Settings for each role?
You can manage portal setting for each role with the mix of Portal and Permissions settings. Let's take an example where you have 3 roles in a company, an Accountant, HR, and CTO.
Lets say these are the permissions you want an Accountant to have.
- Invoicing
- Expenses
- Payments
Let's say these are the permissions you want HR to have.
- Team
- Attendance
- Leaves
- Timesheets
Let's say these are the permissions you want CTO to have
- Projects
- Tasks
Now let's create 3 Custom Roles and set Permissions for each of them .
Create a New Role Accountant and turn on permissions for Estimates, Invoices and Payments as shown in the picture below.
Quick Note: All the teammate have Employee Role by default and this cannot be removed.
A teammate will have a permission IF ANY of the roles he/she is part of, has that permission.
So it is strongly recommended that you keep all the default permissions off for the Employee Role. Create custom roles and manage permissions in them to have more control over permissions.
If you turn on all the permissions for the Employee, custom roles will have access to all the permissions that are turned on in Employee Role.
Now let's set the permissions for HR Role.
Click the Permissions button of the HR Role and select the permissions as shown in the picture below.
Now let's setup permissions for the our final role which is CTO
So this is how you setup roles and permissions in the Agiled. If you have any questions or face any issues, you can always contact us :).