Team, roles & permissions
Invite members, assign roles, and build custom permission sets.
Your workspace has one owner with full access, and any number of members whose access is set by the permissions on their role. Members live under Team → Members; reusable roles under Team → Roles & Permissions.
This guide covers inviting people, editing what each member can do, and building custom roles. For your own profile, 2FA, billing, and notifications, see Account & Team.
Quick start
- Go to Team → Roles & Permissions and create a role from a preset (for example Sales rep).
- Go to Team → Members, select Invite Member, enter their email, and pick that role.
- Send the invitation — they join with exactly the permissions the role grants.
How access works
- The owner — the person who created the organization — always has every permission and can't be removed. Some actions are reserved for the owner.
- Every other member has a role. A role is a named set of permissions; members with the same role always have the same access.
- A member can instead be given custom permissions that apply only to them.
- Changing a role's permissions updates every member who holds it, in real time.
Permissions are grouped by area (leads, inbox, websites, payments, campaigns, and so on) and by action (read, create, update, delete, and area-specific actions such as send or publish). Throughout the help center, a requirement such as "websites: publish" refers to one of these.
Members
Open Team → Members to see everyone in your workspace. The Organization Owner card is shown at the top. Below it, each member appears with their role and, for custom roles, how many permissions they have. Use the search box to filter by name or email.
Inviting someone
- Select Invite Member.
- Enter their email address.
- Under Role & Permissions, search for a saved role, choose Admin, choose Custom Permissions, or type a new role name to create one on the spot.
- Review the permission switches — grouped by area, with a switch per action and one to toggle a whole area — and adjust if needed. At least one permission is required.
- Send the invitation. You can also copy the Invitation Link and share it yourself.
The invitee gets an email with a link to join, and can only join with the exact address you invited. Inviting requires the invitation: create permission, and your plan may limit how many members you can add.
Pending invitations
Until someone accepts, their invitation is listed alongside members. From its menu you can Resend invitation (requires invitation: create) or Cancel invitation (requires invitation: cancel).
Editing a member
Open a member's menu and select Edit. The same panel used for inviting opens with their current role and permissions:
- Saved role — the role's permissions are shown locked. Unlock the role to edit its permissions, which changes them for everyone with that role. To change only this person, choose Custom Permissions from the dropdown and set their permissions individually.
- Admin — a preset whose permissions can't be edited. Clear the role selection to customize.
- Custom — the member's individual permissions, editable directly.
Editing a member requires the member: update permission.
Removing a member
Open the member's menu, select Remove member, and confirm. They lose access immediately. This requires the member: delete permission. The owner can't be removed.
Manage Roles
The Manage Roles button on the Members page opens a panel where you can browse existing roles, preview their permissions, create a new role, or edit a role's permissions without leaving the page. For full role management, use the Roles & Permissions page below.
Roles & Permissions
Go to Team → Roles & Permissions to manage roles as first-class objects. Each role is listed with how many permissions it grants and how many members currently hold it.
Creating a role
- Select New role.
- Enter a Role name.
- Choose a preset under Start from preset:
| Preset | Grants access to |
|---|---|
| Sales rep | Leads, pipelines, calendars, and bookings |
| Marketing | Campaigns, templates, forms, websites, and analytics |
| Finance | Billing, transactions, invoices, and orders |
| Read-only | View everything, change nothing |
- Fine-tune the Permissions switches — the preset is only a starting point.
- Select Create role.
Editing a role
Select Edit on a role, change its switches, and select Save changes. Changes apply to every member with the role straight away.
Deleting a role
Select the delete icon on a role and confirm. If members still hold the role, the dialog tells you how many — reassign them first or they'll lose access.
Viewing roles requires member: read; creating, editing, and deleting them requires member: update.
When someone can't see something
If a teammate can't find a page or a button, they're almost certainly missing the matching permission. Each area of the help center names the permissions it needs (for example, the Inbox needs submissions: read to view and email: send to reply). An owner, or a member with member: update, can grant it by editing the member or their role.
Tips
- Build roles, not one-off permissions — a handful of named roles is far easier to keep straight than custom permissions per person.
- Start from the closest preset and remove what a role shouldn't have, rather than adding from nothing.
- Reassign before deleting a role so nobody is locked out.
- Invite teammates before importing a CRM so imported deal owners are matched to real members. See Integrations & Importing Your CRM.
Related
- Account & Team — your profile, 2FA, organization settings, billing, and notifications.
- Getting Started — setting up your workspace.