How Can Multi-Role and Preset Organizational Roles Improve Permission Management?

Multi-Role & Preset Organizational Roles

The Multi-Role feature is designed to provide enhanced flexibility, scalability and security in managing roles and permissions. By decoupling organization-wide permissions from profile-level access, Multi-Role enables enterprises to better align permissions with job functions, regions or product areas.

Preset Organizational Roles provide predefined configurations that simplify the management of common job functions. Each role includes company-level permissions tailored to different responsibilities within the organization.

Why use Multi-Role?

Enterprise Scalability:

Multi-Role is ideal for organizations that manage teams across various regions, departments or product lines. With this feature, you can tailor access for users who share job functions but require different group or profile access.

Security Enhancements:

By separating Organizational Roles and Profile Permission Sets, Multi-Role provides granular control over permissions. This separation reduces the risk of granting unnecessary access, aligning with enterprise security and compliance needs.

Improved Onboarding Efficiency:

Preset Organizational Roles streamline the onboarding process by providing predefined permissions for common job functions. This feature ensures consistency in permissions, reduces manual setup time and minimizes configuration errors.

When to use Multi-Role

• When managing teams with similar job functions that require different access to profiles or groups (e.g., regional managers, product leads)
• For large organizations where security and access control are critical to minimize unauthorized access
• During onboarding of new hires or when team responsibilities change, and you need to assign permissions quickly

In this article, you will find instructions on how to:

• Invite a User with Multi-Role
• Update a User with Multi-Role
• Create a Custom Organizational Role
• Create a Profile Permission Set
• Assign Organizational Role and Profile Permission Sets via Bulk User Invite
• Create Organizational Role or Profile Permission Set from a User

Invite a User with Multi-Role

1. Navigate to the Roles & Team Members settings page and click the Team Members tab.
2. Select Invite new team members from the Team Members tab or via the right navigation overflow menu.
   
   
3. Assign an Organizational Role (e.g., Super Admin, Social Media Manager, Care Agent) to specify app feature access.
   
4. Assign a Profile Permission Set to specify access to certain groups and profiles (e.g., Full Publishing, Read Only).
   

    

5. Click Send Invite.

Update a User with Multi-Role

1. Navigate to the Roles & Team Members settings page and click the Team Members tab.
   
2. Select the user to update and adjust the Organizational Role for updated app feature access.
   
3. Modify the Profile Permission Set for updated group or profile access.
   
   
4. Save the changes.
   

Create a Custom Organizational Role

1. In Organizational Roles, click Create new Organizational Role.
   
2. Name the role and define the company and feature permissions (e.g., Admin capabilities, Billing Management).
   
   

3. Save and assign this custom role to team members as needed.

Create a Profile Permission Set

1. Go to Profile Permission Sets and click Create new Profile Permission Set
   
   
2. Select the groups and profiles to include and define access levels for each profile (e.g., Read Only, Full Publishing).
   

3. Save and assign this to team members as needed.

Assign Organizational Role and Profile Permission Sets via Bulk User Invite

1. Navigate to the Roles & Team Members settings page and click the Team Members tab.
2. Select Invite new team members from the Team Members tab or via the right navigation overflow menu.
   
   

3. Select Import team members.
   

4. Upload a CSV file with the following fields as column names and enter the appropriate values:

   1. First name

   2. Last name

   3. Email address

   4. Organizational Role

   5. Profile Permission Set

5. Click Import.

Create Organizational Role or Profile Permission Set from a User

Organizational Role:

1. Click the pencil icon on a user under Team Members 
   
2. Click the + Create new Organizational Role button on the Organizational Role tab.
   

Profile Permission Set

1. Click the pencil icon on a user under Team Members. 
   
2. Click the + Create new Profile Permission Set button on the Profile Permission Set tab.